Document Controller

TRAQuE Pte Ltd; Singapore; On-site; SGD 90,000 - 120,000; Full time

Job summary

TRAQuE Pte Ltd invites a seasoned Document Controller to join our Singapore team. You will support multidisciplinary projects across engineering, construction and quality, ensuring compliance with procedures, client requirements and regulatory standards.

Establish and maintain document control procedures and EDMS workflows (Aconex, ProjectWeb, SAP); manage document registers, revision histories, and transmittals.

Qualifications

• Diploma/Certificate in Business Admin, Information Management, or related field preferred.
• Minimum 10 years of document control experience in engineering, construction, pharmaceutical or industrial projects.
• Experience managing large volumes of technical documentation in multidisciplinary environments.

Responsibilities

• Support multidisciplinary projects across engineering, construction, quality, ensuring compliance.
• Establish and maintain document control procedures and EDMS workflows.
• Control receipt, registration, distribution, tracking, filing, and archiving of documents.
• Maintain document registers, revision histories, transmittals, and distribution matrices.
• Ensure controlled documents and drawings are updated to the latest revision.
• Coordinate review cycles and approvals among teams, clients, contractors and vendors.
• Liaise with managers, engineers, consultants, subcontractors, vendors, and offshore personnel.
• Administer and maintain EDMS such as Aconex, ProjectWeb, SAP.
• Generate reports and status summaries from EDMS platforms.

Skills

Organizational skills

Attention to detail

Multitasking

Communication

Independent work

Problem solving

Confidential handling

Teamwork

Adaptability

Document integrity

Microsoft Office

EDMS platforms

Education

Diploma/Certificate in Business Admin, Information Management, or related field

Tools

Aconex

ProjectWeb

SAP

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