Document Controller

TRAQUE PTE. LTD.; Singapore; On-site; SGD 78,000 - 106,000; Full time

Job summary

TRAQUE PTE. LTD. in Singapore seeks an experienced Document Controller to manage multidisciplinary project documentation for engineering, construction, and pharmaceutical sectors.

You will implement robust document controls, maintain registers, and ensure timely distribution to internal and external stakeholders. Ideal candidates have at least 10 years in document control, strong organizational skills, and hands-on experience with EDMS such as Aconex, ProjectWeb or SAP.

Qualifications

• Diploma, Certificate, or equivalent qualification in Business Administration, Information Management, Engineering Support, or related discipline preferred.
• Minimum 10 years of experience in document control within engineering, construction, pharmaceutical or industrial projects.
• Experience managing large volumes of technical documentation in multidisciplinary project environments.

Responsibilities

• Support multidisciplinary projects across engineering, construction, quality ensuring compliance with procedures and client/regulatory standards.
• Establish and maintain document control procedures and workflows.
• Control receipt, registration, distribution, filing, and archiving of technical and commercial documentation.
• Maintain document registers, revision histories, transmittals, and distribution matrices.
• Ensure documents and drawings are updated to latest revision before release.
• Monitor status and issue documents to stakeholders on time.
• Maintain electronic and hardcopy filing systems per procedures.
• Administer EDMS platforms (Aconex, ProjectWeb, SAP) and other project tools.
• Support implementation and continuous improvement of document control systems.
• Generate reports and management updates from EDMS platforms.
• Ensure access control, indexing, metadata, and traceability of documents.
• Manage drawings, vendor manuals, specs, calculations, reports and as-built docs.
• Coordinate review cycles between engineering, clients, contractors, and vendors.
• Verify completeness and accuracy of documentation prior to release.
• Maintain final project documentation and turnover dossiers.
• Collaborate with project managers, engineers, consultants, subcontractors, vendors, and offshore personnel on document matters.
• Coordinate submission schedules and deliverable tracking.
• Assist with audit preparation and compliance reviews.
• Prepare transmittals, correspondence, reports, meeting docs and project records.
• Coordinate scanning, reproduction, and digital conversion of docs.
• Support procurement and tracking of office/project documentation supplies.
• Provide training to junior document controllers and project personnel.

Skills

Organizational

Attention to detail

Prioritization

Communication

Independence

Problem-solving

Confidentiality

Proactivity

Teamwork

Adaptability

Document control

Education

Diploma or Certificate in Business Administration

Equivalent qualification in Information Management

Tools

Aconex

ProjectWeb

SAP

Microsoft Office

EDMS

Job description

Duties & Responsibilities

• Supports multidisciplinary projects across engineering, construction, quality project primarily in the pharmaceutical and related industries ensuring compliance with company procedures, client requirements, and regulatory standards.
• Establish, implement, and maintain document control procedures and workflows.
• Control the receipt, registration, distribution, tracking, filing, retrieval, and archiving of technical and commercial documentation.
• Maintain accurate document registers, revision histories, transmittals, and distribution matrices.
• Ensure all controlled documents and drawings are updated to the latest approved revision.
• Monitor document status and ensure timely issuance of documents to internal and external stakeholders.
• Maintain both electronic and hardcopy filing systems in accordance with company procedures.
• Administer and maintain Electronic Document Management Systems (EDMS) such as Aconex, ProjectWeb, SAP and other project platforms.
• Support implementation and continuous improvement of document control systems.
• Generate reports, document status summaries, and management updates from EDMS platforms.
• Ensure proper access control, indexing, metadata management, and document traceability.
• Manage engineering drawings, vendor manuals, specifications, calculations, reports, procedures, certifications, and as-built documentation.
• Coordinate review cycles and approvals between engineering teams, clients, contractors, and vendors.
• Verify completeness and accuracy of technical documentation prior to release.
• Maintain final project documentation and turnover dossiers for project completion and handover.
• Liaise with project managers, engineers, consultants, subcontractors, vendors, and offshore personnel on document-related matters.
• Coordinate document submission schedules and deliverable tracking.
• Assist with audit preparation and compliance reviews.
• Prepare transmittals, correspondence, reports, meeting documentation, and project records.
• Coordinate scanning, reproduction, and digital conversion of project documentation.
• Support procurement and tracking of office and project documentation supplies where required.
• Provide training and guidance to junior document controllers and project personnel on document control procedures.

Qualification

• Diploma, Certificate, or equivalent qualification in Business Administration, Information Management, Engineering Support, or related discipline preferred.
• Minimum 10 years of experience in document control within engineering, construction, pharmaceutical or industrial projects.
• Experience managing large volumes of technical documentation in multidisciplinary project environments.

Skills

• Strong organizational and coordination skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities under tight deadlines.
• Effective communication and stakeholder coordination skills.
• Ability to work independently with minimal supervision.
• Strong problem-solving and continuous improvement mindset.
• Professional and confidential in handling sensitive documentation
• Proactive and highly dependable
• Team-oriented with strong interpersonal skills
• Adaptable to fast-paced project environments
• Committed to maintaining document integrity and quality standards
• Proficient in Microsoft Office applications.
• Experience with EDMS platforms