Document Controller

Key Responsibilities

Set up, administer, and continuously improve document control processes and registers (submittals, RFIs, drawings, specifications, reports, correspondence).
Create and manage file structures, metadata, numbering, and naming conventions in the document management system (DMS).
Receive, log, quality-check, and distribute incoming/outgoing documents and transmittals; track responses and due dates.
Maintain strict version control, ensuring only current, approved documents are in use; archive superseded documents.
Coordinate document flows with internal teams, clients, contractors, and suppliers; support stakeholder onboarding and access control.
Monitor and report on document status (dashboards, registers, KPIs) and escalate risks or delays to project leadership.
Support tender/bid submissions by ensuring complete, compliant packs and accurate document registers.
Enforce compliance with ISO 9001 and ISO 19650-aligned processes; participate in audits and corrective actions.
Protect sensitive information in line with Singapore PDPA and client confidentiality expectations.
Prepare structured handover packages, O&M documentation, and final archives at project close-out.
Provide user support and training on DMS use, templates, workflows, and best practices.

Requirements:

Diploma with relevant technical or administrative certification accepted with strong experience.
3–5 years’ document control experience in engineering, construction, or infrastructure projects (Singapore experience preferred).
Strong knowledge of document control standards, transmittal processes, and approval workflows across design and construction.
Excellent attention to detail, organization, and time management; ability to manage high volumes across multiple workstreams.
Clear written and verbal communication skills; ability to coordinate across multidisciplinary and multicultural teams.
Working knowledge of ISO 9001 and ISO 19650; awareness of PDPA requirements for document and data handling.