Document Control Manager

Vision Building Forensics Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading building surveying consultancy in Singapore is seeking a Document Control Specialist responsible for managing all project documentation. This role emphasizes ensuring documentation accuracy and accessibility throughout the project lifecycle, supporting compliance audits, and assisting project teams. Ideal candidates should have strong organizational skills and be able to maintain confidentiality in documentation processes. Join a thriving team dedicated to building expertise and integrity in project management.

Qualifications

• Strong understanding of document control processes and systems.
• Excellent organizational and time-management skills.
• Ability to handle confidential and sensitive information.

Responsibilities

• Manage and maintain electronic and physical document control systems.
• Implement version control and document retrieval processes.
• Liaise with project teams to ensure documentation accuracy.

Job description

Company Overview / Employee Value Proposition

Founded in 2003, Vision Building Forensics (VBF) was born from a simple but powerful belief — every building problem has a solution, and every solution deserves to be built on expertise, integrity, and care. What began as a specialist practice in water seepage investigation for private residential homes has grown into a leading building surveying and forensic consultancy serving all building types — from residential to commercial, industrial to institutional properties across Singapore. At our core, we are problem‑solvers, technical experts, and trusted partners to those who care deeply about the buildings they own, manage, or live in. Come Join Us and be part of the Thriving Team!

Job Summary

The Document Control Specialist is responsible for managing, maintaining, and controlling all project documentation in accordance with company standards, regulatory requirements, and client expectations. This role ensures that information is accurate, accessible, and traceable throughout the project lifecycle, supporting project teams, stakeholders, and compliance audits.

Responsibilities

• Establish and maintain electronic and physical document control systems to manage all project documentation efficiently
• Implement and enforce version control, filing, indexing, and retrieval processes to ensure document accuracy and accessibility
• Monitor and track document submission deadlines and approval statuses to support timely project delivery
• Process, log, and distribute all incoming and outgoing documents promptly to maintain workflow continuity
• Maintain document confidentiality, integrity, and security in compliance with company policies and client‑specific standards
• Assist internal and external audit processes by providing accurate, up‑to‑date documentation and records
• Liaise proactively with project teams, contractors, and consultants to collect, verify, and manage project documentation
• Facilitate document approval workflows with internal and external stakeholders to ensure compliance and timely sign‑offs
• Prepare and distribute periodic reports on document status to inform project stakeholders
• Support data entry and office administration tasks related to project documentation and delivery
• Compile as-built documentation, operation manuals, and handover packages to support project closeout
• Retrieve historical records and reference documents to assist project teams in decision‑making and compliance
• Identify documentation gaps or inconsistencies, coordinate resolution efforts, and ensure corrective actions are recorded