Document Controller

Surbana Consultants Pte Ltd – Kingdom of Saudi Arabia (KSA) branch; Mandaluyong; On-site; PHP 502,000 - 725,000; Full time

Job summary

Surbana Jurong is seeking a document management professional to maintain and control key project and business documents. The role requires organizing contracts, data sheets, and CVs, ensuring QA/QC standards, and managing metadata across document libraries.

You will liaise with internal teams to obtain required documents, highlight gaps, and prepare compliance reports for stakeholders. Experience in document control systems and MS Office is essential.

Qualifications

• Bachelor's degree required.
• At least 3 years in a document management role.
• Familiarity with document control systems and processes.
• Excellent software skills with MS Office, SharePoint, and document control tools.
• Ability to work independently and in a team, with good prioritization.

Responsibilities

• Maintain key business and project documents (contracts, data sheets, project plans, CVs, etc.).
• Register/upload documents and ensure QA/QC requirements are met.
• Maintain metadata and attributes; retrieve documents when needed.
• Liaise with SMEC personnel to obtain documents and provide status updates.
• Prepare reports on document registers and compliance for stakeholders.
• Provide feedback on missing documents and resolve document-control issues.

Skills

Document management

Teamwork

Communication

Independent worker

English proficiency

Education

Bachelor's degree

Tools

MS Office

SharePoint

Document control systems

Job description

Key Responsibilities

• Maintain SMEC’s key business and project documents such as, but not limited to, contracts, contract variations, project data sheets, project management plans, employee CVs, etc.
  • Uploading or registering documents provided by users;
  • Ensuring that the document control QA/QC requirements are met;
  • Maintenance of accurate metadata and document attributes on all documents;
  • Retrieval and provision of documents as needed;
  • Maintaining access to key business document registers, systems and databases;
  • Liaise and communicate with SMEC personnel to obtain required documents;
  • Prepare reporting and analysis on document registers and compliance for key stakeholders, such as: SMEC Project Document Compliance Report SJ PDS Compliance Report PM Competency Report ANZ Audit Report Summary;
  • Provide feedback to business unit managers and individual users on missing and required documents;
  • Facilitate resolution of document control related issues and requests in a timely manner, including but not limited to:
    • Knowledge Management
    • Competency Platform
    • Contracts
    • PDS
    • Audits
    • Employee CVs
  • Act as the administrator of the following libraries:
    • Knowledge Portal
    • Competency Platform
    • Project Data Sheet
    • Contracts Library
    • Audit Site
    • Opportunity and Project Workspaces
    • Other central document libraries
  • Liaise with internal team members or other functional groups to address unresolved issues.
• Identify and suggest possible improvements on internal processes.
• Other tasks related to SMEC’s document registers and document compliance processes as required.

Key Qualifications, Knowledge, Skills and Experience

• Candidate must possess at least a Bachelor's/College Degree.
• With at least 3 years solid working experience in document management role.
• Able to demonstrate familiarity with document control systems and processes
• Excellent software skills (MS Office, SharePoint, Document Control Management Systems)
• Proven ability to work independently and as a team member and to prioritize own workload to meet tight deadlines
• Excellent interpersonal and teamwork skills
• Desire and willingness to learn and work in a dynamic environment
• Experience with International Operations or a Global Shared Service environment a distinct advantage
• Excellent written and oral English language communication skills
• Experience in an engineering project environment is advantageous

Company Culture

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively.

Join us in making a positive impact on the world!

SJ is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries. They include architects, designers, planners, engineers, facilities managers and other specialists driven by progressive thinking and creative ideas to shape a better future. Its technical experts deliver sustainable solutions that cover the entire project life cycle from planning and design, through to delivery and management, as well as a full suite of multidisciplinary consultancy services across a diverse range of sectors including transportation, water, aviation, healthcare, hospitality and renewables. A global urban, infrastructure and managed services consulting firm with over 70 years of track record in successful project delivery, SJ has built more than a million homes in Singapore, created master plans in more than 60 countries and developed over 100 industrial parks globally. SJ is #23 in Engineering News-Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.