Document Controller

  • Job Category
    Building and Construction, Engineering
  • Job level
    Junior Executive
  • Contract type
    Full Time
  • Location
  • Salary
    S$3000 - S$4500

Job Description

Job Description & Requirements

· Providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures.

· Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence

· Input document data into standard registers ensuring that the information is accurate and up to date

· Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable

· Maintain the files and control logs as required by the project

· Organise, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure

· Maintain accurate registers and actions lists

· Ensure team compliance with project document control and project document numbering procedures

· Check all emails (incoming/outgoing) documents – For Incoming

  1. Download documents via (email/FTP/Box )
  2. Print emails with downloaded documents (mark-ups/comments)
  3. Save the downloaded Electronic Documents to their designated folders
  4. Record the incoming documents

· For Outgoing Documents

  1. Check the documents (Revisions, Revision Clouds, versions, etc..)
  2. Request for preparation of Zip, PDFs, DWF to the CAD Section ( drawings)
  3. Prepares the Transmittal Sheet
  4. Issue/upload documents via (email/FTP/Box) to Front office or client
  5. Record the Issued drawings
  6. Update the Project Document Production Schedule

· Check BIW channel or other document portal

  1. Download information from portal
  2. Prepare the Report for the downloaded Information from portal
  3. Update Information Required Schedule
  4. Update Design Programme (if there is available information)

· Maintain and organise hard copy documents in “blue folder” system, together with hard and soft copy filing of drawings, or other project related documents

· Scan documentation and liaise with external reprographics company

· Formatting, printing and binding of documents for issue

· Archive, retrieve and store documentation adhering to company standards and policies

· Check that all information complies with specified company formats, templates and standards

· Assist with quality checks and audits of document databases, identifying and correcting any anomalies

Assist with the coordination of document management across the whole project including policies, protocols and practice

Skills / Qualifications:

· Good knowledge of MS office outlook, word and excel

· Background in consulting or construction preferred.

· Ability to project/practice management systems or software

· Ability to prioritise own workload

· Highly organised in maintaining project files and keeping a calendar schedule in ms outlook

· Ability to keep clear and accurate records and reports

· Ability to work to deadlines

· Experienced in all types of document filing and management (eg images, document minutes, specifications, etc)

· Ability to work well either alone or as part of a team

· Excellent attention to detail

· Act in an ethical manner and follows the principles of the ethics charter and ethics in practice guidelines

· Knowledge of cad - to open and perform basic editing (for example a drawing no. Or revision)

Highly proficient in the use of online document portals, biw, connect, buzzsaw or equivalents

· Previous Document Control experience is essential

Previous experience working within the construction or building services industry desirable

Closing on 27 Jan 2022