Document Controller (Contract)

PRIMESTAFF MANAGEMENT SERVICES PTE LTD; Singapore; On-site; SGD 42,000 - 54,000; Full time

Job summary

PRIMESTAFF MANAGEMENT SERVICES PTE LTD in Singapore is seeking a Project Administration & Coordination professional to support Project Managers and teams with day-to-day admin, minutes, calendars, and milestone tracking. You will also manage project documents, ensure version control, and maintain audit-ready data across digital platforms.

The role covers reporting, KPI tracking, budgets, procurement support, and governance compliance, requiring a diploma/degree and 2–5 years in related fields.

Qualifications

• Diploma or Degree in Business Administration, Project Management, Real Estate, or related field.
• 2–5 years of experience in project administration, preferably in real estate, construction, or consultancy.
• Familiarity with digital platforms or enterprise project management tools is an advantage.
• Strong organisational and document control skills.
• High attention to detail and accuracy.
• Good communication and stakeholder coordination skills.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and project platforms (Aconex, Procore, BIM 360, SharePoint).
• Experience in Pharmaceutical industry.

Responsibilities

• Provide day-to-day administrative support to Project Managers and project teams.
• Record minutes with clear notes and action tracking.
• Maintain project calendars, schedules, and milestone tracking.
• Manage and maintain project documentation and client management systems.
• Ensure version control and proper document filing for compliance.
• Support data integrity and audit readiness across digital platforms.
• Assist in preparation of project reports (weekly, monthly, ad hoc).
• Consolidate project data including progress updates, risks, and issues.
• Track KPIs, budgets, and key deliverables using digital tools.
• Support procurement processes including document prep and tracking.
• Assist in invoice processing, cost tracking, and financial documentation.
• Maintain records of contracts, variations, and approvals.
• Act as central coordination point for communication among internal teams, clients, and external stakeholders.
• Track and follow up on action items and deliverables.
• Ensure timely dissemination of information and documentation.
• Ensure adherence to internal procedures and governance; support audits.

Skills

Organisational skills

Document control

Communication skills

Stakeholder coordination

Attention to detail

Education

Diploma or Degree in Business Administration

Project Management

Real Estate

Tools

Microsoft Office (Excel, Word, PowerPoint)

Project digital platforms (Aconex, Procore, BIM 360, SharePoint)

Job description

Project Administration & Coordination

• Provide day-to-day administrative support the Project Managers and project teams
• Record minutes with clear notes and action tracking
• Maintain project calendars, schedules, and key milestone tracking

Document Control & Digital Systems

• Manage and maintain project documentation and client project management systems (e.g., project dashboards, document repositories, reporting tools)
• Ensure version control, proper document filing, and compliance with project protocols
• Support data integrity and audit readiness across all digital platforms

Reporting& Data Management

• Assist in preparation of project reports (weekly, monthly, and ad hoc)
• Consolidate project data, including progress updates, risk registers, and issue logs
• Track KPIs, budgets, and key deliverables using digital tools

Financial& Procurement Support

• Support procurement processes including document preparation and submission tracking
• Assist in invoice processing, cost tracking, and financial documentation
• Maintain records of contracts, variations, and approvals

Stakeholder Communication

• Act as a central coordination point for communication among internal teams, clients, and external stakeholders
• Track and follow up on action items and deliverables
• Ensure timely dissemination of information and documentation

Compliance& Governance

• Ensure adherence to company and client internal procedures and requirements
• Maintain proper documentation for audits and compliance review.
• Support implementation of project governance processes

Requirements:

• Diploma or Degree in BusinessAdministration, Project Management, Real Estate, or related field
• 2–5 years of relevant experience in project administration, preferably in real estate, construction, or consultancy environment
• Familiarity with digital platforms or similar enterprise project management tools is an advantage
• Strong organisational and document control skills
• High attention to detail and accuracy
• Good communication and stakeholder coordination skills
• Proficient in Microsoft Office (Excel, Word, PowerPoint)
• Proficiency in project digital platforms (e.g., Aconex, Procore, BIM 360, SharePoint)
• Experience in Pharmaceutical industry

EA Personnel Name: Jackie Ng

EA Personnel No: R22109024

EA License No: 95C5411