Document Controllers

ANDERCO PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading engineering firm in Singapore seeks a Document Controller to maintain and manage the document control system. The ideal candidate will be proficient in Microsoft Excel and will handle electronic and hard copy documents. Responsibilities include tracking document versions, coordinating with teams, and ensuring compliance with internal procedures. Strong organizational skills and prior experience in document control are necessary for success in this role.

Qualifications

• Previous experience in document control or a similar role, ideally within an engineering or construction environment.
• Proficient in Microsoft Excel, with advanced knowledge of functions such as VLOOKUP, pivot tables, and macros.
• Strong organizational skills and attention to detail.

Responsibilities

• Maintain and manage the engineering document control system for both electronic records and hard copies.
• Receive, log, distribute, and track engineering documents, including drawings, RFIs, specifications, and other relevant materials.
• Create and maintain document registers, logs, and trackers utilizing advanced Excel functions.

Skills

Document management

Proficiency in Microsoft Excel

Organizational skills

Problem-solving

Communication skills

Tools

Microsoft Excel

Document control software

Job description

Job Summary

The Document Controller is responsible for maintaining and managing the engineering document control system, both electronic and hard copy. This role requires excellent proficiency in Microsoft Excel to create and maintain various document registers, logs, and trackers. The Document Controller will ensure that all engineering documents, drawings, RFIs (Requests for Information), specifications, and other related documents are accurately tracked, filed, and readily accessible to project teams.

Key Responsibilities

• Document Management:
  • Maintain and manage the engineering document control system for both electronic records and hard copies.
  • Receive, log, distribute, and track engineering documents, including drawings, RFIs, specifications, and other relevant materials.
  • Ensure all documents are filed and categorized according to the company’s document control procedures.
• Excel Tracking and Reporting:
  • Create and maintain document registers, logs, and trackers utilizing advanced Excel functions to track document versions, statuses, and deadlines.
  • Prepare and distribute weekly and monthly reports on document status, outstanding items, and critical deadlines to relevant stakeholders.
• Coordination:
  • Coordinate with engineers, designers, and external contractors to ensure that all document versions are accurate, up-to-date, and reflective of current project needs.
  • Monitor deadlines and submission timelines for documents, ensuring timely reviews and approvals.
• Version Control and Access Management:
  • Control access permissions for all documents and ensure proper version control is maintained on all files to prevent unauthorized access or use of outdated documents.
• Audit Support:
  • Support internal and external audits by ensuring proper documentation filing and retrieval and maintaining an organized document management system.
• Continuous Improvement:
  • Identify opportunities for process improvements related to document management and suggest enhancements to the document control system based on feedback from the engineering team.

Qualifications

• Previous experience in document control or a similar role, ideally within an engineering or construction environment.
• Proficient in Microsoft Excel, with advanced knowledge of functions such as VLOOKUP, pivot tables, and macros.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills, with the ability to work collaboratively in a team environment.
• Knowledge of document control software and systems is a plus.