Project Document Controller

Surbana Jurong; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Surbana Jurong is seeking a Project Document Controller in Singapore to establish and maintain document control systems for architectural projects. You will support receipt, review, distribution, filing and archiving of project information across the lifecycle.

Reporting to the Project Lead, you will manage metadata, revision status, and workflows, coordinate with clients and internal teams, and help ensure timely project delivery. Strong organisation and attention to detail are essential.

Qualifications

• Diploma or equivalent in architecture, engineering, construction, technology or related discipline.
• At least three years of document control or project administration experience.
• Proficiency in MS Word, Excel, PowerPoint; SharePoint.

Responsibilities

• Set up and administer the project document management system and workflows.
• Manage receipt, review, issue, distribution and filing of drawings and documents.
• Maintain metadata, revision status, transmittals and distribution records.
• Coordinate submissions with clients and internal teams; monitor deadlines.

Skills

Organised

Detail‑oriented

Communication skills

Multitasking

Education

Diploma in architecture/engineering/construction

Tools

SharePoint

Aconex

Autodesk Construction Cloud

ProjectWise

Fulcrum

Job description

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 At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world! SJ is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries. SJ is #23 in Engineering News-Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.