Document Controller

Koh Brothers Group of Companies; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

Koh Brothers Group of Companies is seeking a Detail-oriented Document Controller to manage and maintain all project documentation on site in Singapore. You will register, track, distribute and archive drawings, submissions, reports and correspondence using the approved document control system, ensuring access to the latest approved information for engineers and managers.

In this role you will maintain MDR and other registers, coordinate with project stakeholders, and support audits and handovers

Qualifications

• Diploma/Higher NITEC or equivalent qualification in Business Administration, Engineering, Building, Construction Management, Information Management or a related discipline.
• Preferably three (3) to five (5) years of relevant document control experience in building or construction projects in Singapore.
• Good understanding of construction documentation processes, including drawings, technical submissions, material submissions, method statements, RFIs, inspection records and project correspondence.
• Experience in using Electronic Document Management Systems (EDMS), Common Data Environment (CDE) or similar project document management platforms will be advantageous.
• Proficient in Microsoft Office, particularly Word, Excel and Outlook, with good computer and data-management skills.
• Familiarity with construction drawings, document numbering, revision control and submission procedures.
• Experience in major building, infrastructure or Design & Build projects will be an advantage.

Responsibilities

• Establish, implement and maintain an effective document control and filing system for the project.
• Manage the receipt, registration, distribution, tracking and filing of all incoming and outgoing project documents and correspondence.
• Maintain proper document numbering, revision control, status and distribution records in accordance with the project's document control procedures.
• Maintain and update the Master Document Register (MDR) and other relevant registers to provide an accurate status of project documentation.
• Control and distribute construction drawings, shop drawings, method statements, material submissions, technical submissions, RFIs, inspection records, reports, meeting minutes and other project documents.
• Ensure that only the latest approved revisions of drawings and documents are available and used by the construction team on site.
• Promptly withdraw, supersede or archive obsolete drawings and documents to prevent unintended use.
• Coordinate with engineers and coordinators to monitor the preparation, submission, review, approval and resubmission status of documents.
• Monitor outstanding submissions and approvals and provide timely reminders to responsible personnel to minimise potential delays to construction activities.
• Maintain proper records of consultant and client comments and ensure revised documents are resubmitted and tracked until final approval or closure.
• Upload, download and manage project documents through the designated Electronic Document Management System(EDMS), Common Data Environment (CDE) or other project collaboration platforms.
• Maintain proper records of contractual correspondence, letters, instructions, site memos, RFIs, NCRs, inspection records and other important project communications.
• Coordinate with subcontractors and suppliers to ensure their submissions comply with the required format, document numbering system and submission schedule.
• Assist the project team in retrieving drawings, correspondence, approvals and historical records when required.
• Prepare periodic document status and outstanding submission reports for review by the Project Manager and project team.
• Maintain proper filing of both electronic and hardcopy records with clear traceability and ease of retrieval.
• Ensure confidential and controlled documents are appropriately managed and accessible only to authorised personnel.
• Support internal, client, consultant and regulatory audits by providing the required documentation and records.
• Coordinate the compilation and submission of as-built drawings, O&M manuals, warranties, testing and commissioning records, certificates and other handover documentation.
• Ensure all final project documents are properly indexed, compiled and archived upon completion of the project.
• Perform other document control and project administrative duties as assigned by the Project Manager or project management team.

Education

Diploma/Higher NITEC or equivalent qualification in Business Administration, Engineering, Building, Construction Management, Information Management or a related discipline

Tools

EDMS

CDE

Microsoft Office

Job description

The Document Controller is responsible for managing, controlling and maintaining all project documentation. The role ensures that drawings, technical submissions, correspondence, approvals, reports and other project records are properly registered, distributed, tracked and maintained using the approved document control system. The Document Controller shall work closely with the Project Manager, Construction Manager, engineers, coordinators, consultants, subcontractors and other project stakeholders to ensure timely access to the latest approved project information.

Role Responsibilities

• Establish, implement and maintain an effective document control and filing system for the project.
• Manage the receipt, registration, distribution, tracking and filing of all incoming and outgoing project documents and correspondence.
• Maintain proper document numbering, revision control, status and distribution records in accordance with the project's document control procedures.
• Maintain and update the Master Document Register (MDR) and other relevant registers to provide an accurate status of project documentation.
• Control and distribute construction drawings, shop drawings, method statements, material submissions, technical submissions, RFIs, inspection records, reports, meeting minutes and other project documents.
• Ensure that only the latest approved revisions of drawings and documents are available and used by the construction team on site.
• Promptly withdraw, supersede or archive obsolete drawings and documents to prevent unintended use.
• Coordinate with engineers and coordinators to monitor the preparation, submission, review, approval and resubmission status of documents.
• Monitor outstanding submissions and approvals and provide timely reminders to responsible personnel to minimise potential delays to construction activities.
• Maintain proper records of consultant and client comments and ensure revised documents are resubmitted and tracked until final approval or closure.
• Upload, download and manage project documents through the designated Electronic Document Management System(EDMS), Common Data Environment (CDE) or other project collaboration platforms.
• Maintain proper records of contractual correspondence, letters, instructions, site memos, Requests for Information (RFIs), Non-Conformance Reports (NCRs), inspection records and other important project communications.
• Coordinate with subcontractors and suppliers to ensure their submissions comply with the required format, document numbering system and submission schedule.
• Assist the project team in retrieving drawings, correspondence, approvals and historical records when required.
• Prepare periodic document status and outstanding submission reports for review by the Project Manager and project team.
• Maintain proper filing of both electronic and hardcopy records with clear traceability and ease of retrieval.
• Ensure confidential and controlled documents are appropriately managed and accessible only to authorised personnel.
• Support internal, client, consultant and regulatory audits by providing the required documentation and records.
• Coordinate the compilation and submission of as-built drawings, Operation & Maintenance (O&M) manuals, warranties, testing and commissioning records, certificates and other handover documentation.
• Ensure all final project documents are properly indexed, compiled and archived upon completion of the project.
• Perform other document control and project administrative duties as assigned by the Project Manager or project management team.

Role Requirements

• Diploma, Higher NITEC, NITEC or equivalent qualification in Business Administration, Engineering, Building, Construction Management, Information Management or a related discipline.
• Preferably three (3) to five(5) years of relevant document control experience in building or construction projects in Singapore.
• Good understanding of construction documentation processes, including drawings, technical submissions, material submissions, method statements, RFIs, inspection records and project correspondence.
• Experience in using Electronic Document Management Systems (EDMS), Common Data Environment (CDE) or similar project document management platforms will be advantageous.
• Proficient in Microsoft Office, particularly Word, Excel and Outlook, with good computer and data-management skills.
• Familiarity with construction drawings, document numbering, revision control and submission procedures.
• Experience in major building, infrastructure or Design & Build projects will be an advantage.
• Location: Lorong Halus