Project Executive cum Document Controller

Advanced CAE Pte Ltd; Singapore; On-site; SGD 33,000 - 61,000; Full time

Job summary

Advanced CAE Pte Ltd. in Singapore is hiring a Project Executive cum Document Controller to support engineering projects and thorough documentation.

You will work with Project Managers, Engineering, Procurement, Production, QA/QC, Logistics, vendors and customers to ensure timely submissions and final documentation. The role covers maintaining VDR and document tracking, preparing transmittals, and ensuring latest revisions are used.

Qualifications

• Diploma in Engineering, PM, or related discipline.
• 1–3 years of experience in project coordination or document control preferred.
• Experience in Oil & Gas, EPC, FPSO, instrumentation or process packages advantageous.
• Good working knowledge of Microsoft Excel, Word, PowerPoint and PDF Editor.
• Familiarity with document registers, transmittals, revision control and engineering documentation.
• Able to read and understand basic engineering documentation and drawings.
• Strong written and verbal English communication; detail-oriented.
• Ability to manage multiple priorities and work independently in a multidisciplinary team.

Responsibilities

• Assist the Project Manager in day-to-day coordination and execution of projects.
• Monitor schedules, milestones, deliverables, and outstanding actions.
• Coordinate activities between Engineering, Procurement, Production, QA/QC, Logistics and other departments.
• Follow up with suppliers and subcontractors on documents, material status and delivery schedules.
• Coordinate with customers and vendors regarding project documentation, submissions, and outstanding matters.
• Maintain project action lists and ensure timely closure.
• Prepare project progress reports, status reports and management updates.
• Support project meetings, KOMs, FATs and other project activities.
• Prepare and distribute meeting minutes; follow up on actions.
• Track procurement, fabrication, inspection, testing and delivery activities.
• Highlight delays and risks to the Project Manager.
• Assist with project correspondence and records related to variations and changes.
• Support close-out and final project documentation preparation.

Skills

Project coordination

Documentation control

Multidisciplinary teamwork

English communication

Attention to detail

Education

Diploma in Engineering, Project Management, Business Administration or related discipline

Tools

Excel

Word

PowerPoint

PDF Editor

Document portals

Job description

About the Role

We are seeking a proactive and well-organized Project Executive cum Document Controller to support the execution and documentation of engineering projects. The successful candidate will work closely with Project Managers, Engineering, Procurement, Production, Quality, Logistics, vendors and customers to ensure project activities, documentation, submissions and follow-up actions are completed according to project requirements and schedules.

Responsibilities - Project Executive

• Assist the Project Manager in the day-to-day coordination and execution of projects.
• Monitor project schedules, milestones, deliverables and outstanding action items.
• Coordinate activities between Engineering, Procurement, Production, QA/QC, Logistics and other internal departments.
• Follow up with suppliers and subcontractors on technical documents, material status and delivery schedules.
• Coordinate with customers and vendors regarding project documentation, submissions and outstanding matters.
• Maintain project action lists and follow up with responsible parties to ensure timely closure.
• Assist in preparing project progress reports, status reports and management updates.
• Support project meetings, Kick-Off Meetings (KOM), design reviews, Factory Acceptance Test (FAT) and other project activities.
• Prepare and distribute meeting minutes and follow up on agreed actions.
• Assist in tracking procurement, fabrication, inspection, testing and delivery activities.
• Highlight potential delays, overdue actions and project risks to the Project Manager.
• Assist with project correspondence and records relating to variations, additional work and changes in project scope.
• Support project close-out and preparation of final project documentation.

Responsibilities - Document Control

• Establish and maintain the Vendor Document Register (VDR) and other document tracking registers.
• Maintain proper document numbering, revision control and document status.
• Prepare and issue document transmittals to customers, vendors and other parties.
• Register incoming and outgoing drawings, specifications, procedures, datasheets, reports and correspondence.
• Ensure documents are submitted according to contractual VDR requirements and agreed schedules.
• Distribute customer comments and returned documents to the relevant internal personnel.
• Track document comments, revisions, approvals and outstanding submissions until final acceptance.
• Ensure only the latest approved document revisions are available and circulated for project use.
• Maintain proper electronic project filing and document folder structures.
• Compile documentation for FAT, inspection, testing, shipment and project handover.
• Coordinate preparation and submission of Manufacturing Record Books (MRB), final dossiers and As-Built documentation.
• Maintain complete and traceable project documentation throughout the project lifecycle.

Required competencies and certifications

• Diploma in Engineering, Project Management, Business Administration or a related discipline.
• Approximately 1–3 years of relevant experience in project coordination, project administration or document control is preferred.
• Experience in Oil & Gas, EPC, FPSO, instrumentation, analyzer systems, process packages or engineering/system integration will be an advantage.
• Good working knowledge of Microsoft Excel, Word, PowerPoint and PDF Editor.
• Familiarity with document registers, transmittals, revision control and engineering documentation is preferred.
• Able to read and understand basic engineering documentation and drawings.
• Good written and verbal communication skills in English.
• Strong organizational skills, attention to detail and ability to manage multiple priorities.
• Proactive in following up outstanding actions and able to work independently and within a multidisciplinary team.
• Experience maintaining VDR and document submission schedules.
• Experience coordinating with customers, engineering teams and suppliers.
• Understanding of engineering project workflows from design and procurement through fabrication, FAT and delivery.
• Basic knowledge of procurement and logistics processes.
• Experience with document management systems or customer document portals.
• Good Excel skills for project trackers, status reports and dashboards.