Document Controller

Job Title: Document Controller

Roles & Responsibilities

Key Responsibilities:

- General Administration: Perform general administrative tasks as required to support the project and team operations.

- Information Liaison: Liaise with project team members and external stakeholders to distribute project-related information efficiently.

- Project Folder Management: Set up and maintain project folders, including formulating registers and managing document, drawing number, and project number allocations.

- Document Handling: Process and control all types of project documents on a day-to-day basis, ensuring accuracy and timely management.

- RFI & RFQ Knowledge: Have experience and knowledge about Requests for Information (RFI) and Requests for Quotation (RFQ).

- Reporting and Templates: Prepare ad-hoc templates and reports on projects as required, and create presentations in close coordination with the project manager.

- Document Maintenance: Maintain important documents like Inspection Reports (IRs), RFIs, Minutes of Meeting (MOM), and Non-Conformance Reports (NCR).

- Communication Management: Manage and record all incoming and outgoing communications, maintaining accurate communication registers.

- Meeting Minutes: Prepare and maintain minutes of meetings and project progress reports on a weekly and monthly basis.

- Handover Documents: Ensure proper handling and maintenance of project handover documents.

- Document Numbering: Prepare and maintain a standardized document/drawing number system in line with organizational standards.

- Accuracy and Confidentiality: Review and ensure the accuracy of records, editing where necessary to keep them up-to-date, while maintaining confidentiality around sensitive documentation.

- Process Management: Manage the documentation processes within the organization, ensuring effective and organized documentation practices.

Desired Candidate Profile

- Experience: Minimum of 6 years’ experience in document management, archive management, or records management, preferably with a developer or top-tier fitout contractor.

- Skills: Strong proficiency in MS Office applications, including SharePoint, Word, Excel, PowerPoint, and Outlook.

- Education: Degree holder in a relevant field.

- Expertise: Demonstrated experience in managing project documents, preparing reports, and maintaining communication registers.

- Detail-Oriented: Excellent organizational skills with a keen eye for detail to ensure accuracy in document management.

- Confidentiality: Ability to handle sensitive documentation with discretion and maintain confidentiality.