Document Controller

China Harbour (Singapore) Engineering Company Pte Ltd; Singapore; On-site; SGD 45,000 - 67,000; Full time

Job summary

China Harbour (Singapore) Engineering Company Pte Ltd is seeking an experienced Document Controller to manage project documentation for ongoing construction efforts in Singapore. The role entails setting up and maintaining the document control system, ensuring version control, timely distribution to clients and subcontractors, and coordinating with project managers and site teams.

The ideal candidate will have a minimum of 3 years in document control, familiarity with ISO 9001 standards, and

Qualifications

• Minimum 3 years of document control experience in the construction industry.
• Strong knowledge of document management and control procedures.
• Proficient in MS Office applications (Word, Excel, etc.).
• Experience with electronic document management systems (Aconex, Procore, BIM360) is preferred.
• Knowledge of ISO 9001 standards is preferred.

Responsibilities

• Document Management: Set up, maintain, and update the document control system for all project documentation.
• Version Control & Distribution: Control issuance and revision of documents and distribute to stakeholders.
• Register Maintenance: Manage registries for submissions and status tracking.
• Compliance & Quality: Ensure documents meet project specs and ISO standards.
• Filing & Archiving: Maintain filing and confidentiality of documents.
• Project Closeout: Contribute to final project dossiers and archiving.
• Coordination: Liaise with PMs, site teams, subcontractors, consultants, and head office.

Skills

Document management

MS Office

Electronic document management systems

ISO 9001 knowledge

Team coordination

Independent work

Education

Diploma in Business Administration, Engineering, Construction Management, or related field

Tools

Aconex

Procore

BIM360

Job description

Core Responsibilities

Document Management:Set up, maintain, and update the document control system for all project documentation, including drawings, specifications, correspondences, contracts, and reports-. Control all aspects of documentation throughout the project's life cycle, including cataloguing, posting, distributing, tracking, and compiling hard and soft copies-.

Version Control & Distribution:Control the issuance, tracking, and revision of documents in line with company procedures and project requirements. Ensure that all documents are updated to latest versions for issuance to Client/Consultant/Sub-contractors. Distribute documents to project teams and external stakeholders in a timely manner.

Register Maintenance:Manage the registry for documents/drawings submissions, including transmittals, letters, RFIs, Master Drawing List, and sample/catalogues submission registers. Maintain document register, drawing register, and material register-.

Compliance & Quality:Ensure documents meet project specifications and ISO standards. Maintain records as per Project Quality Plan (PQP). Coordinate receipts, maintenance, and distribution of documents related to project quality, regulatory requirements, classification, statutory certificates, and documentation handling-.

Filing & Archiving:Maintain proper filing, version control, and accessibility of all project documents. Ensure accurate and efficient filing and archiving of all hard and soft copy documentation, facilitating easy retrieval and maintaining confidentiality of sensitive information.

Project Closeout:Contribute to the compilation of final project dossiers, as-built portfolios, and project archiving.

Coordination:Liaise with Project Managers, site teams, subcontractors, consultants, and head office. Coordinate drawing and document flow seamlessly between site and main office.

Key Skills & Knowledge

• Minimum 3 years of document control working experience in the construction industry
• Strong knowledge of document management and control procedures
• Proficient in MS Office applications (Word, Excel, etc.)
• Experience with electronic document management systems (e.g., Aconex, Procore, BIM360) preferred
• Knowledge of ISO 9001 standards preferred
• Meticulous, detail-oriented, and highly organized with strong time management skills
• Able to work independently and get along with others
• Diploma in Business Administration, Engineering, Construction Management, or a related field

Typical Deliverables

• Document Registers (Drawing Register, Material Register, etc.)