Document Controller

A-STAR TESTING & INSPECTION (S) PTE. LTD.; Singapore; On-site; SGD 89,000 - 134,000; Full time

Job summary

A-STAR TESTING & INSPECTION (S) PTE. LTD. is seeking a detail‑oriented Document Management Specialist to develop and maintain live dashboards, govern EDMS metadata, and coordinate CDE workflows for large infrastructure projects.

Responsibilities include records control, distribution of documents, and ensuring compliance with project BEP and audit requirements across the complete lifecycle of project documentation.

Qualifications

• Experience in registry and document management is required.
• Familiarity with ISO 9001 and ISO 19650 is preferred.
• Strong data visualization skills using Power BI or Excel dashboards.

Responsibilities

• Develop and maintain a live project dashboard to track submission statuses and approval trends.
• Oversee metadata and attributes within EDMS for accurate reporting.
• Coordinate digital workflows within the CDE to ensure timely reviews and approvals.
• Manage incoming/outgoing project records and transmittals per procedures.
• Distribute documents through EDMS ensuring stakeholders access latest versions.
• Govern documentation processes across the project lifecycle and ensure traceability.
• Conduct regular compliance audits of project documents with stakeholders.

Skills

Document management

Metadata governance

BIM information management

EDMS proficiency

ISO awareness

Education

Diploma certificate or equivalent

Tools

Power BI

Excel

Job description

Key Requirements:

• a. Minimum 5 years of relevant working experience in registry and document management, preferably with experience in large-scale infrastructure projects.
• b. Diploma certificate or equivalent.
• c. Good document control skills: knowledge of ISO 9001 and or ISO 19650 (Information Management using BIM) standards will be preferred.
• d. High proficiency in Microsoft Office, specifically in Excel (Power Query, Pivot Tables) and/or Power BI, with a proven ability to develop and maintain automated data dashboards.
• e. Prior experience with Bentley ProjectWise (EDMS) and its Deliverables Management (DM) module is preferred. Extensive experience in Project Information Management and Electronic Document Management Systems (EDMS), including the management of complex metadata (Attributes), workflow states, and audit trails

Duties C Responsibilities:

• Live Dashboard Management: Develop, implement, and maintain a live project dashboard (using Power BI or an equivalent platform) to provide stakeholders with real-time visibility into submission statuses, review cycles, and approval trends
• Data Integrity C Metadata Control: Oversee, manage, and audit all document attributes and metadata within the EDMS to ensure accurate tagging, proper classification, and reliable data inputs for automated reporting and dashboard accuracy.
• Workflow Coordination: Facilitate and monitor digital workflows within the Common Data Environment (CDE), ensuring timely document review, approval, and distribution in accordance with the Project BIM Execution Plan (BEP).
• Records Control: Manage and control incoming and outgoing project records (including Deliverables Management transmittals) in accordance with established procedures.
• Distribution Management: Duplicate and distribute documents through the Electronic Document Management System (EDMS), ensuring that all stakeholders have timely access to the latest versions for effective and efficient document review, approval, and record keeping.
• Lifecycle Governance: Oversee and control all documentation processes throughout the entire project lifecycle, including the cataloguing, posting, tracking, and compilation of soft-copy documents across all project stages.
• Compliance Auditing: Conduct regular audits of project documents to ensure that all records remain current and that all stakeholders, including Contractors and Consultants, consistently adhere to the prescribed documentation protocols.