Document Controller

Obayashi Singapore Private Limited; Singapore; On-site; SGD 38,000 - 60,000; Full time

Job summary

Obayashi Singapore Private Limited is seeking a diligent Document Controller to manage tender documents, coordinate distribution among internal teams, consultants, subcontractors and suppliers, and maintain registers and logs. You will ensure proper filing, confidentiality, and timely preparation of submission packages.

Requirements include a Diploma in related discipline and 2–3 years in document control within construction or civil projects; familiarity with revision tracking and electronic

Qualifications

• Diploma in a related discipline required.
• 2–3 years of document control experience preferred in construction or civil.
• Familiar with revision tracking and electronic filing systems.

Responsibilities

• Manage and maintain tender documents including drawings, BOQ, addenda, and submissions.
• Coordinate receipt and distribution of tender documents among internal teams, consultants, subcontractors and suppliers.
• Maintain document registers, submission logs, transmittals, and records of documents.

Skills

Attention to detail

Organizational skills

Communication skills

Education

Diploma in Business Administration

Diploma in Information Management

Diploma in Engineering or related discipline

Job description

(A) Essential Job Functions:

The Document Controller is responsible for, but not limited to, the following:

• Manage and maintain tender documents, including drawings, specifications, Bills of Quantities (BOQ), tender addenda, and other submission documents.
• Coordinate the receipt and distribution of tender documents among internal departments, consultants, subcontractors, and suppliers.
• Maintain document registers, submission logs, transmittals, and records of incoming and outgoing documents.
• Assist in downloading, sorting, compiling, and distributing tender documents from client or government procurement portals.
• Support the tender team in compiling and formatting tender submissions, technical proposals, and supporting documents.
• Monitor tender deadlines and assist in tracking outstanding documents, quotations, and submissions.
• Coordinate with the estimating, engineering, procurement, and project teams to collect the necessary tender information and documents.
• Maintain proper filing systems for electronic and hard-copy documents.
• Ensure tender documents are handled confidentially and in accordance with company procedures.
• Assist with the preparation of tender presentations, document checklists, and submission packages when required.
• Perform any other duties as assigned by the superior.

(B) Minimum Qualifications/ Job Experience:

• Minimum Diploma in Business Administration, Information Management, Engineering, or a related discipline.
• Preferably 2–3 years of experience in document control, preferably within the construction or civil.
• Experience supporting tender or procurement activities for civil engineering or infrastructure projects is an advantage.
• Familiar with document control procedures, revision tracking, and electronic filing systems.