Senior Document Controller

HBA OFFSHORE PTE. LIMITED; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading offshore engineering company in Singapore seeks a Senior Document Controller to oversee the full lifecycle of project and organizational documentation. Responsibilities include managing document workflows, ensuring compliance with project standards, and maintaining Document Management Systems like SharePoint and Aconex. The ideal candidate will have a diploma or degree in related fields and at least 3 years of relevant experience, particularly in the oil and gas or renewables sectors, along with excellent organizational skills.

Qualifications

• Minimum 3 years of relevant experience as Document Controller in the oil & gas or renewables industries.
• Strong understanding of document nature and complexities in documentation.

Responsibilities

• Oversee the full lifecycle of project and organizational documentation.
• Manage workflows, solve complex issues, and ensure compliance with standards.
• Maintain and administer Document Management Systems (DMS) such as SharePoint and Aconex.

Skills

Excellent proficiency in MS Office (Word, Excel, PowerPoint)

Strong knowledge of document management systems

Excellent organizational and time management skills

Good communication and interpersonal skills

Proactive, self-motivated, and results-driven

Trustworthy and capable of handling confidential data

Education

Vocational, Diploma or Degree in Business Administration or related fields

Job description

DESCRIPTION

This position reports to Lead Document Controller with a secondary reporting line to VP Projects. The Senior Document Controller is responsible for overseeing the full lifecycle of project and organizational documentation. This role ensures accurate control, organization, retrieval, distribution, and compliance of documents while providing guidance and leadership to the Document Control team. Senior responsibilities include managing workflows, solving complex issues, and ensuring that all documentation meets project, contractual, and regulatory standards.

DUTIES & RESPONSIBILITIES

Primary responsibilities included but not limited to the following job scope:

• Report to Lead Document Controller to support the document control and management of the project.
• Diligently monitor and produce weekly document status reports (received, reviewed and expired) and updates related spreadsheets.
• Expedite document reviews / comments and monitor delays in deliverables.
• Manage the Master Document Register (MDR) for the project deliverables, including maintenance and tracking of records.
• Provides administrative support to other team members as requested to achieve functional objectives and deadlines.
• Maintain and administer Document Management Systems (DMS) such as SharePoint, Aconex and other platforms.
• Support the project documentation lifecycle, including delivery, handover, and archiving activities.
• Store, maintain and manage shared documents in SharePoint for HBAO Corporate documents, Project and RRE documents to ensure proper filling.
• Create and update Document control related procedures and plans.
• Allocate and control the document numbering system for corporate and project documents, ensuring accurate updates.
• Preparation of documentation for internal audits, including HSEQ audits and annual audits for ISO 9001, ISO 14001 & ISO 45001.
• Maintaining the hardcopy filing system for corporate documents.
• Receives, catalogues and stores hard and electronic copies of technical drawings, reports and related information in accordance with company policies and procedures.
• Ensure precise and accurate electronic and hardcopy filing for easy retrieval.
• Perform quality checks on documents to ensure accuracy, completeness, and compliance with internal and external standards.
• Responds promptly to requests for information retrieval, searches and general document support from project or department personnel.
• Handles confidential documents and data with utmost care.
• Other responsibilities as assigned by the Management.

Comply with HSE requirements:

• Environmental Aspects & Impacts Assessment.
• OHS Hazardous & Risk Assessment.
• Follow HSE Regulations.

REQUIREMENTS

• Vocational, Diploma or Degree in Business Administration, Records / Information Management, Engineering Administration or related fields.
• Minimum 3 years of relevant experience as Document Controller in oil & gas, renewables or similar industries.
• Excellent proficiency in MS Office (Word, Excel, and PowerPoint).
• Strong knowledge of document management systems and software including understanding document nature, complexities in documentation (numbering, filling).
• Excellent organizational and time management skills.
• Good communication and interpersonal skills.
• Proactive, self-motivated and results-driven with a positive attitude.
• Trustworthy and capable of handling confidential data responsibly.