Document Controller

Job Description

We are seeking a detail-oriented and organized Document Controller to manage project documentation for a major hospital development project in Singapore. The successful candidate will be responsible for maintaining an efficient document control system and ensuring that drawings, technical submissions, correspondence, reports and other project documents are properly registered, distributed, updated and securely maintained.

Key Responsibilities

• Manage and maintain the project document control system and document registers.
• Receive, register, classify and distribute incoming and outgoing project documents.
• Control the issue, revision and distribution of drawings, specifications, technical submissions and other project documents.
• Maintain accurate records of document revisions and ensure the latest approved documents are available to the project team.
• Manage document transmittals and maintain proper records of document submissions and receipts.
• Coordinate the submission and tracking of shop drawings, material submissions, method statements, RFIs, technical queries and other project documents.
• Monitor document review and approval status and follow up with relevant parties on outstanding submissions.
• Maintain registers for drawings, technical documents, RFIs, inspections, approvals, correspondence and other project records.
• Ensure superseded and obsolete documents are properly identified and controlled to prevent unintended use.
• Coordinate document distribution to project managers, engineers, consultants, subcontractors and other relevant stakeholders.
• Maintain electronic and hard-copy filing systems in accordance with project requirements.
• Assist project teams in retrieving documents and providing accurate document status information when required.
• Prepare document control reports and submission status updates for project management.
• Ensure project documentation is properly archived and maintained for audit, handover and close-out purposes.
• Support the preparation and compilation of as-built drawings, operation and maintenance manuals and other handover documentation.
• Coordinate with consultants and subcontractors to ensure timely submission of required project documentation.
• Maintain confidentiality and security of project information and documents.
• Ensure compliance with company and project document control procedures.
• Perform other administrative and document control duties assigned by the Project Management Team.

Requirements

• Diploma or Degree in Business Administration, Information Management, Construction Management, Engineering or a related discipline.
• Minimum 3 years of relevant experience in document control or project administration.
• Experience in construction projects, preferably large-scale building or hospital projects, is preferred.
• Familiarity with construction drawings, technical submissions, RFIs, transmittals and project correspondence.
• Experience using electronic document management systems and maintaining document registers.
• Good knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Experience with Aconex, Procore, Autodesk Construction Cloud, SharePoint or other document management systems will be an advantage.
• Strong attention to detail and good organizational skills.
• Able to manage multiple documents, submissions and deadlines accurately.
• Good communication and coordination skills.
• Able to work independently and effectively with project managers, engineers, consultants and subcontractors.