Document Controller cum Receptionist

TOA CORPORATION; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

A leading company in document management is seeking a Document Controller cum Receptionist in Singapore. This role involves managing all project and office documentation while serving as the first point of contact for visitors and callers. The ideal candidate should possess strong organizational skills, a diploma in a relevant field, and proficiency in MS Office. Responsibilities include ensuring document control, front-desk operations, and effective communication with visitors and staff. Join us for a vital role in ensuring smooth office operations.

Qualifications

• Minimum Diploma from a recognized polytechnic or equivalent in a relevant field.
• Strong organizational and time-management skills are essential.
• Attention to detail and accuracy is crucial.
• Good communication and interpersonal skills are required.
• Proficiency in MS Office and document management systems is expected.

Responsibilities

• Manage all project and office documentation.
• Serve as the first point of contact for visitors and callers.
• Ensure efficient document control and smooth front-desk operations.
• Greet and assist visitors professionally.
• Answer and direct phone calls and handle general enquiries.

Skills

Organizational skills

Time-management skills

Communication skills

Interpersonal skills

Attention to detail

Proficiency in MS Office

Education

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

Tools

Document management systems

Job description

Job Description

The Document Controller cum Receptionistis responsible for managing all project and office documentation while serving as the first point of contact for visitors and callers. The role ensures efficient document control, smoothfront-desk operations, and effective administrative support.

• Receive, register, classify, track, and distribute all incoming and outgoing documents (hardcopy and electronic).
• Maintain proper filing systems (physical and digital) to ensure documents are easily retrievable.
• Monitor document submission schedules and follow up with relevant departments or project teams.
• Control document revisions and archive superseded documents as per procedures.
• Coordinate with consultants, clients, vendors, and internal teams regarding document submissions.
• Ensure compliance with company and project document management standards.
• Greet and assist visitors professionally and notify staff of arrivals.
• Answer and direct phone calls, take messages, and handle general enquiries.
• Manage meeting room bookings and visitor access registration.
• Receive, record, and distribute incoming mail and courier deliveries.
• Coordinate outgoing mail and courier arrangements.

Key Skills & Competencies

• Minimum Diploma (from a recognized polytechnic or equivalent) in a relevant field such as Business Administration, Engineering, Construction Management, or related disciplines.
• Strong organizational and time-management skills.
• Attention to detail and accuracy.
• Good communication and interpersonal skills.
• Proficiency in MS Office and document management systems.