Document Controller cum Project Admin

TOTAL FACILITY ENGINEERING PTE. LTD.; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Total Facility Engineering Pte. Ltd. seeks a capable Document Controller cum Project Admin to oversee project document control, ensure compliant submissions, and support site coordination for engineering and construction teams in Singapore.

You will develop SOPs, manage transmittals, maintain document archives, and coordinate with clients, contractors, and suppliers. The role requires attention to detail, strong MS Office skills, and independent work habits on site.

Qualifications

• Proficient in English in writing and good communication and collaboration skill to coordinate with team members and external parties.

Responsibilities

• Develop and maintain Document Control & Sustainability SOP and provide recommendations for improvements on work processes.
• Administer transmittal documents, number control, updates and maintenance of electronically stored and hard copy of project documentation.
• Ensure timely submission and distribution of controlled copies of latest approved documents and drawings to appropriate parties (clients and internal stakeholders) & ensure all concerned staff, contractors and suppliers are notified of latest copies as applicable.
• Record and file all documentation between the projects department, contractors, suppliers and independent construction control consultants, and ensures all documents have no errors in filenames, revisions, submissions, etc. before submitting to recipient department/party.
• Administration of site entry permits application & renewals, training course registration and submissions to relevant parties to facilitate entry of site personnels & subcontractors for work.
• Develop & maintain project department document control register/log sheet, and Audit Schedule for key work processes and design activities (Quality Reports, Engineering Drawings, Change Notices/Design Modifications, Quality Plans, Inspection Test Plans, etc).
• Manage client-specific contract documentation and provide advice for maintaining & improving the quality of documents.
• Maintain updated records of all approved documents and drawings in the document archive and file server with easy traceability.
• Maintains updated records of all approved documents and drawings in the document archive and file server with easy traceability.
• Perform all internal and external audits.
• Take on role as Management Representative for ISO programs, including championing the company's Sustainability Initiatives & programs.
• Conduct trainings for project personnels on documentation requirements to ensure proper document control.
• Coordinate various activities among project stakeholders including clients, supervisors, project staff, main office and subcontractors.
• Schedule and organize regular meeting and recording decisions (e.g. assigned tasks and next steps).
• Manage and maintain site inventories, personal protective equipments and pantry supplies, including administration of worker leave applications for submission to HR (if applicable).
• Liaise with various vendors such as printers, water dispenser, etc to ensure equipments are well-maintained.
• Organize and assists in site events (ie. safety campaigns, teambonding events, etc).
• Set up and assist in preparation of handover documentation/dossier to client.
• Perform ad-hoc duties as deemed necessary.

Skills

English proficiency

Communication

Team collaboration

MS Office

Education

Diploma in Computer Science/Information Technology

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Role Purpose

The Document Controller cum Project Admin shall be in charge of managing and maintaining project document and submissions and ensure documentation flow of the engineering, project management and construction staff is controlled within Company standards and common engineering practices.

Job description:

• Develop and maintain Document Control & Sustainability SOP and provide recommendations for improvements on work processes.
• Administer transmittal documents, number control, updates and maintenance of electronically stored and hard copy of project documentation.
• Ensure timely submission and distribution of controlled copies of latest approved documents and drawings to appropriate parties (clients and internal stakeholders) & ensure all concerned staff, contractors and suppliers are notified of latest copies as applicable.
• Record and file all documentation between the projects department, contractors, suppliers and independent construction control consultants, and ensures all documents have no errors in filenames, revisions, submissions, etc. before submitting to recipient department/party.
• Administration of site entry permits application & renewals, training course registration and submissions to relevant parties to facilitate entry of site personnels & subcontractors for work.
• Develop & maintain project department document control register/log sheet, and Audit Schedule for key work processes and design activities (Quality Reports, Engineering Drawings, Change Notices/Design Modifications, Quality Plans, Inspection Test Plans, etc).
• Manage client-specific contract documentation and provide advice for maintaining & improving the quality of documents.
• Maintain updated records of all approved documents and drawings in the document archive and file server with easy traceability.
• Maintains updated records of all approved documents and drawings in the document archive and file server with easy traceability.
• Perform all internal and external audits.
• Take on role as Management Representative for ISO programs, including championing the company's Sustainability Initiatives & programs.
• Conduct trainings for project personnels on documentation requirements to ensure proper document control.
• Coordinate various activities among project stakeholders including clients, supervisors, project staff, main office and subcontractors.
• Schedule and organize regular meeting and recording decisions (e.g. assigned tasks and next steps).
• Manage and maintain site inventories, personal protective equipments and pantry supplies, including administration of worker leave applications for submission to HR (if applicable).
• Liaise with various vendors such as printers, water dispenser, etc to ensure equipments are well-maintained.
• Organize and assists in site events (ie. safety campaigns, teambonding events, etc).
• Set up and assist in preparation of handover documentation/dossier to client.
• Perform ad-hoc duties as deemed necessary.

Requirements:

• Minimum 4 years' relevant administrative experience, preferably in Construction/Civil industry.
• N/O'levels or Diploma in Computer Science/Information Technology or other equivalent qualifications. Candidates without the relevant qualifications but with relevant work experience may also be considered.
• Proficient in English in writing and good communication and collaboration skill to coordinate with team members and external parties.
• Proficient in MS Office such as MS Word, MS Excel, MS Powerpoint and MS Outlook.
• Able to work independently and is meticulous in monitoring and controlling project documents.
• Good time management and organization skills.
• Able to work under pressure and have team spirit.
• Based in site office.

We regret that only short-listed candidates will be notified. All applications will be treated with the highest confidentiality.