Avensys is a reputed global IT professional services company headquartered in Singapore. Our service spectrum includes enterprise solution consulting, business intelligence, business process automation and managed services. Given our decade of success, we have evolved to become one of the top trusted providers in Singapore and service a client base across banking and financial services, insurance, information technology, healthcare, retail and supply chain.
We are currently looking to hire a Document Controller. This is an exciting opportunity to expand your skill set, achieve job satisfaction and work-life balance. More details as below
Responsibilities
Primary Point of Stakeholder Management:
- Serve as the single, authoritative point of contact for all matters related to project documentation, ensuring clear communication channels between internal teams, clients, and vendors
- Working with project stakeholders, develop the project Master document Schedule (MDS), with document name, number, scheduled submission
Official Correspondence:
- Oversee and facilitate all official document-related exchanges between the organization, clients, and vendors, upholding professional standards in all interactions
Standard Audit Compliance:
- Maintain comprehensive transcripts and records of all document submissions and receipts, ensuring a complete and auditable trail for every transaction
- Oversee documentation processes to ensure compliance with client, company, and regulatory standards, including confidentiality and data protection
Customer interface:
- Close collaboration including attending regular design review meetings with customer design team and ensure design compliance, timely submission/revision, review / approval of drawing by client.
Access Control:
- Ensure appropriate access rights are granted to project team members, balancing operational needs with document security and confidentiality requirements
Document Repository Management:
- Establish and manage a structured repository for all project documents, including contractual, engineering, financial, and other relevant records, ensuring secure and efficient storage and retrieval
Documentation & Submission:
- Develop, monitor, and update the document schedule in collaboration with project teams to ensure deliverables align with project milestones and client expectations
- Prepare, review, and submit documents to clients in the specified formats, ensuring strict adherence to deadlines and project protocols
Approval Management:
- Receive and track client feedback and approvals, proactively expedite documents when necessary to mitigate bottlenecks or potential delays
- Promptly identify and highlight any delays in document reviews, submissions, or approvals to project management and relevant stakeholders, facilitating timely remedial action
Status and Revision Control:
- Maintain a comprehensive and up-to-date log of all project documents, including status, revision history, and approval records, ensuring the team always references the latest approved information, documents, and drawings.
- Systematically archive all documents per company and project requirements, supporting efficient retrieval and audit readiness
Reporting and Dashboards:
- Produce regular reports and dashboards providing visibility into document status, progress, outstanding actions, and key performance metrics for project management and leadership
This position requires office-based work with occasional travel within the APAC region.
Key Skills Required Include
- Bachelors Degree in Business Administration, Engineering, Construction Management, or a related field.
- Min 5 to 10 years of professional experience within an engineering company, with at least 3 years in document control or a similar role.
- Added advantage in background in industrial or building automation for Data Centre projects.
- Proven ability to manage communications and document exchanges with customers and vendors, including large volumes (around 1,000 documents with multiple revisions and transmissions).
- Strong organizational, time-management, and attention to detail skills.
- Familiarity with document management systems (DMS) and electronic filing platforms.
- Advanced proficiency in MS Office Suite (Word, Excel, Outlook) and document control applications.
- Excellent communication and interpersonal skills; fluency in English required
- Experience liaising between cross-functional project teams such as procurement, engineering, project management, and finance.
- Discretion and integrity in handling confidential and sensitive engineering documents.
Further Key Skills
- Strong problem-solving skills.
- Strong organizational and multitasking abilities.
- Effective communication and interpersonal skills.
To submit your details, please apply online or send your updated CV at [Confidential Information].
CONSULTANT DETAILS
Consultant Name: Meenakshi
Avensys Consulting Pte Ltd
EA Licence 12C5759
Privacy Statement: Data collected will be used for recruitment purposes only. Personal data provided will be used strictly in accordance with the relevant data protection law and Avensys&apos personal information and privacy policy.
