Project Documentation & Records 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

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