Document Controller

KOH BROTHERS BUILDING & CIVIL ENGINEERING CONTRACTOR (PTE.) LTD.; Singapore; On-site; SGD 39,000 - 67,000; Full time

Job summary

KOH BROTHERS BUILDING & CIVIL ENGINEERING CONTRACTOR (PTE.) LTD. is seeking a Document Controller to manage project documentation. The role involves registering, distributing, and tracking drawings, submissions and correspondence using the approved document control system on site at Lorong Halus.

The ideal candidate will have a Diploma or equivalent, 3–5 years in document control on construction sites, and strong skills with EDMS/CDE platforms and MS Office.

Qualifications

• Diploma or equivalent in Business Admin, Engineering, Building, Construction Management or related discipline.
• 3–5 years of document control experience in building or construction projects in Singapore.
• Experience with EDMS or CDE systems.
• Proficient in Word, Excel and Outlook; strong data-management skills.

Responsibilities

• Establish and maintain an effective document control system for the project.
• Manage receipt, registration, distribution, tracking and filing of all project documents.
• Maintain master document registers and ensure latest revisions are used on site.
• Coordinate with engineers and coordinators to monitor submission status and approvals.
• Assist team in retrieving drawings, correspondence and historical records.
• Prepare periodic document status reports for review by the Project Manager.

Education

Diploma, Higher NITEC, NITEC or equivalent qualification in Business Administration, Engineering, Building, Construction Management, Information Management or a related discipline.

Tools

EDMS

CDE

Microsoft Office (Word, Excel, Outlook)

Job description

The Document Controller is responsible for managing, controlling and maintaining all project documentation. The role ensures that drawings, technical submissions, correspondence, approvals, reports and other project records are properly registered, distributed, tracked and maintained using the approved document control system. The Document Controller shall work closely with the Project Manager, Construction Manager, engineers, coordinators, consultants, subcontractors and other project stakeholders to ensure timely access to the latest approved project information.

Role Responsibilities

• Establish, implement and maintain an effective document control and filing system for the project.
• Manage the receipt, registration, distribution, tracking and filing of all incoming and outgoing project documents and correspondence.
• Maintain proper document numbering, revision control, status and distribution records in accordance with the project's document control procedures.
• Maintain and update the Master Document Register (MDR) and other relevant registers to provide an accurate status of project documentation.
• Control and distribute construction drawings, shop drawings, method statements, material submissions, technical submissions, RFIs, inspection records, reports, meeting minutes and other project documents.
• Ensure that only the latest approved revisions of drawings and documents are available and used by the construction team on site.
• Promptly withdraw, supersede or archive obsolete drawings and documents to prevent unintended use.
• Coordinate with engineers and coordinators to monitor the preparation, submission, review, approval and resubmission status of documents.
• Monitor outstanding submissions and approvals and provide timely reminders to responsible personnel to minimise potential delays to construction activities.
• Maintain proper records of consultant and client comments and ensure revised documents are resubmitted and tracked until final approval or closure.
• Upload, download and manage project documents through the designated Electronic Document Management System(EDMS), Common Data Environment (CDE) or other project collaboration platforms.
• Maintain proper records of contractual correspondence, letters, instructions, site memos, Requests for Information (RFIs), Non-Conformance Reports (NCRs), inspection records and other important project communications.
• Coordinate with subcontractors and suppliers to ensure their submissions comply with the required format, document numbering system and submission schedule.
• Assist the project team in retrieving drawings, correspondence, approvals and historical records when required.
• Prepare periodic document status and outstanding submission reports for review by the Project Manager and project team.
• Maintain proper filing of both electronic and hardcopy records with clear traceability and ease of retrieval.
• Ensure confidential and controlled documents are appropriately managed and accessible only to authorised personnel.
• Support internal, client, consultant and regulatory audits by providing the required documentation and records.
• Coordinate the compilation and submission of as-built drawings, Operation & Maintenance (O&M) manuals, warranties, testing and commissioning records, certificates and other handover documentation.
• Ensure all final project documents are properly indexed, compiled and archived upon completion of the project.
• Perform other document control and project administrative duties as assigned by the Project Manager or project management team.

Role Requirements

• Diploma, Higher NITEC, NITEC or equivalent qualification in Business Administration, Engineering, Building, Construction Management, Information Management or a related discipline.
• Preferably three (3) to five(5) years of relevant document control experience in building or construction projects in Singapore.
• Good understanding of construction documentation processes, including drawings, technical submissions, material submissions, method statements, RFIs, inspection records and project correspondence.
• Experience in using Electronic Document Management Systems (EDMS), Common Data Environment (CDE) or similar project document management platforms will be advantageous.
• Proficient in Microsoft Office, particularly Word, Excel and Outlook, with good computer and data-management skills.
• Familiarity with construction drawings, document numbering, revision control and submission procedures.
• Experience in major building, infrastructure or Design & Build projects will be an advantage.
• Location: Lorong Halus