Project Document Controller

SAA Architects Pte Ltd; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

SAA Architects Pte Ltd is seeking a meticulous Project Document Controller to establish and maintain document control systems across architectural projects. Reporting to the Project Lead, you will manage receipt, review, distribution, archiving and retrieval of drawings, specifications and submissions, ensuring the latest information is used.

With a Diploma or equivalent and at least three years in document control, you will support project teams and contribute to timely delivery on complex

Qualifications

• Diploma or equivalent qualification in architecture, engineering, construction, technology or a related discipline.
• At least three years of document control or project administration experience.
• Experience with large or complex building projects is advantageous.
• Proficiency in Word, Excel, PowerPoint and SharePoint.

Responsibilities

• Set up and administer the project document management system, folder structures, document registers and workflows in accordance with project requirements and the organisation’s information management procedures.
• Manage the receipt, registration, review, issue, distribution and filing of drawings, specifications, reports, submissions, correspondence, meeting records and other project documents.
• Maintain accurate document metadata, numbering, revision status, transmittals and distribution records, ensuring that project teams use the latest approved information.
• Coordinate document submissions and information exchanges with clients, consultants, contractors, authorities and internal project teams.
• Monitor document review cycles, outstanding submissions and response deadlines, and follow up with relevant parties to support timely project delivery.
• Maintain complete electronic and, where required, hard-copy project records in line with contractual, statutory and organisational requirements.
• Support project team members in the use of document management platforms, templates, workflows and filing protocols.
• Conduct periodic checks and audits to verify document completeness, accuracy, traceability and compliance with approved procedures.
• Prepare document control status reports, registers, metrics and inputs for regular project reporting.
• Support project close-out, including the compilation, verification, archiving and handover of final project records and as-built documentation.
• Provide general project administration and coordination support, including assistance with meeting documentation and technical submissions.
• Perform other project-related duties as required.

Skills

Document management

SharePoint

Microsoft Office

Attention to detail

Education

Diploma or equivalent in Architecture/Engineering/Construction/Technology

Tools

Aconex

Fulcrum

Autodesk Construction Cloud

ProjectWise

Job description

A career at SAA gives you the opportunity to be part of a team that makes a real difference to people’s lives; creating places and spaces that form meaningful experiences in the way people connect with their communities.

From the moment of ideation to the exhilaration of creation, you will be amongst passionate and talented colleagues from around the globe, working together to make a mark in the evolution of our urban societies.

At SAA, we continually strive to enrich the greatest endeavour of all – human life – the quality of which all good designs are benchmarked against. And in this endeavour, we share with you the opportunity to give true meaning to the work that sustains it.

SAA. Building Dreams, Enriching Lives.

The Opportunity

We are looking for an organised and meticulous Project Document Controller to establish, administer and maintain document control systems for architectural projects. Reporting to the Project Lead, the successful candidate will support the efficient receipt, review, distribution, tracking, filing, archiving and retrieval of project information across the project lifecycle.

Your Responsibilities

• Set up and administer the project document management system, folder structures, document registers and workflows in accordance with project requirements and the organisation’s information management procedures.


• Manage the receipt, registration, review, issue, distribution and filing of drawings, specifications, reports, submissions, correspondence, meeting records and other project documents.


• Maintain accurate document metadata, numbering, revision status, transmittals and distribution records, ensuring that project teams use the latest approved information.


• Coordinate document submissions and information exchanges with clients, consultants, contractors, authorities and internal project teams.


• Monitor document review cycles, outstanding submissions and response deadlines, and follow up with relevant parties to support timely project delivery.


• Maintain complete electronic and, where required, hard-copy project records in line with contractual, statutory and organisational requirements.


• Support project team members in the use of document management platforms, templates, workflows and filing protocols.


• Conduct periodic checks and audits to verify document completeness, accuracy, traceability and compliance with approved procedures.


• Prepare document control status reports, registers, metrics and inputs for regular project reporting.


• Support project close-out, including the compilation, verification, archiving and handover of final project records and as-built documentation.


• Provide general project administration and coordination support, including assistance with meeting documentation and technical submissions.


• Perform other project-related duties as required.

Pre-requisites And Preferred Qualifications

• Diploma or equivalent qualification in architecture, engineering, construction, technology or a related discipline.


• At least three years of document control or project administration experience, preferably within an architectural, engineering, construction or consultancy environment.


• Experience supporting large or complex building projects is advantageous.


• Proficiency in Microsoft Word, Excel, PowerPoint and SharePoint.


• Experience with common document management platforms such as Aconex, Fulcrum, Autodesk Construction Cloud, ProjectWise or similar systems is advantageous.


• Good understanding of document control principles, revision management, records management and project information workflows.


• Organised, systematic and meticulous, with strong attention to detail and the ability to manage multiple priorities and deadlines.


• Good written and verbal communication skills, with the ability to coordinate effectively across multidisciplinary teams.


• Able to work independently while contributing collaboratively within a project team.

Real Impact, Made Together

SAA is a member of the Surbana Jurong (SJ) Group, a diverse and collaborative collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future.

As one of SJ’s 10 member companies, SAA is part of a global network of professionals in more than 120 offices in over 40 countries.

To find out more about SAA, please visit our website at https://saaarchitects.com.sg