Document Controller

KINDEN CORPORATION; Singapore; On-site; SGD 43,000 - 65,000; Full time

Job summary

Kinden Corporation in Singapore is seeking a Documentation Controller to manage incoming and outgoing documents and drawings, ensuring proper tracking, duplication, and distribution to relevant parties in line with established procedures.

The role involves creating, reviewing, approving, and archiving documents, supporting Change Control and Document Control processes, and coordinating document flow between site and main office.

Qualifications

• Minimum N level with at least 3 years of relevant working experience in document management and control.
• Those with more years of experience will be considered for senior position.
• Strong communication skills, both written and spoken.
• Has good document control & administrative skills.
• Knowledge on ISO 9001 standards will be preferred.
• Good working knowledge of MS Office, and adept at spreadsheets and file management systems.
• Prior experience with Project Information Management System is preferred.

Responsibilities

• Handle incoming and outgoing documents and drawings with proper tracking and distribution.
• Create, run and distribute standard and customized reports, timely document review and documentation.
• Control all aspects of documentation throughout the project life cycle: catalogue, post, distribute, track and compile hard and soft copy.
• Provide support for the Change Control and Document Control processes for the project.
• Track all documents correspondences and transactions effectively.
• File and archive documentation to facilitate easy retrieval.
• Assist completion of requests, searches and queries from any project member.
• Coordinate receipts, maintenance and distribution of documents related to project quality, regulatory, classification, statutory certificates and documentation handling.
• Help expedite vendor documentation deliverables and issue vendor document status reports per project requirements.
• Organize and file technical documents and correspondence with internal and external customers for all documents transmitted.
• Maintain confidentiality on sensitive information.
• Maintain list of documents and ensure documentation is in good order per PQP.
• Contribute to compilation of final project dossiers, as-built portfolios and archiving.
• Produce exception reports on late documentation for management review.
• Coordinate drawings/documents flow between site and main office in Singapore.

Skills

Strong communication

Documentation control

Administrative skills

ISO 9001 knowledge

Attention to detail

Education

N Level or equivalent

Tools

MS Office

Job description

Job Description & Requirements

• To handle incoming and outgoing documents and drawings and ensure proper tracking, duplication and distribution to appropriate parties in accordance with established procedures.
• Creates, runs and distributes standard and customized periodic reports, timely document review, approval and documentation in an effective and efficient manner.
• To control all aspects of documentation throughout the project's life cycle such as catalogue, post, distribute, track and compile hard and soft copy.
• Provide support for the Change Control and Document Control processes for the project.
• Track all documents correspondences and transactions effectively.
• File and archive documentation to facilitate easy retrieval.
• Assist completion of requests, searches and queries from any project member.
• Coordinates receipts, maintenance and distribution of documents related to project quality, regulatory, classification, statutory certificates and documentation handling.
• Helps to expedite vendor documentation deliverables. Issues vendor document status reports per project requirements.
• Organizing and filing of technical documents and correspondence with internal and external customers for all documents transmitted
• Maintain confidentiality on sensitive information
• Maintain list of documents and ensure that the documentation is in good order and as per Project Quality Plan (PQP)
• Contribute to compilation of final project dossiers, as built portfolios and archiving
• Produce exception reports on late documentation for management review
• Co-ordinating drawings/documents flow between site and main office in Singapore

Requirements

• Minimum N level with at least 3 years of relevant working experience in document management and control.
• Those with more years of experience will be considered for senior position.
• Strong communication skills, both written and spoken.
• Has good document control & administrative skills.
• Knowledge on ISO 9001 standards will be preferred.
• Good working knowledge of MS Office, and adept at spreadsheets and file management systems.
• Prior experience with Project Information Management System is preferred.