Document Controller / Secretary

Job Summary

The Document Controller will be responsible for managing, organizing, and maintaining all project documentation throughout the project lifecycle. The role ensures accurate document control, timely submission of project documents through Aconex, compliance with company and client requirements, and efficient coordination between internal teams, consultants, and clients.

Key Responsibilities

1. Document Control & Management

• Manage all incoming and outgoing project documents using Aconex and other document management systems.
• Register, track, distribute, and archive project documents, drawings, RFIs, submittals, transmittals, and correspondence.
• Maintain document revision history and ensure only the latest approved documents are circulated.
• Ensure compliance with company document control procedures and client requirements.

2. Aconex Administration

• Upload, submit, receive, and track project documentation through Aconex.
• Monitor document workflows, approvals, comments, and status updates.
• Coordinate with project teams to ensure timely document submissions and approvals.
• Maintain project folders, metadata, and document registers within Aconex.

3. Project Coordination

• Coordinate with Project Managers, Engineers, Consultants, Clients, and Subcontractors regarding document submissions and approvals.
• Follow up on overdue documents, RFIs, technical submittals, and shop drawing approvals.
• Support project teams by providing updated documentation and maintaining accurate records.
• Assist during project handover by preparing final documentation, as-built records, warranties, manuals, and close-out documents.

4. Reporting & Compliance

• Generate document status reports, submission logs, and document tracking registers.
• Maintain confidentiality and security of project documentation.
• Ensure compliance with ISO standards, project quality procedures, and company document control policies.
• Support internal and external audits by providing complete and organized documentation.

Qualifications & Skills

• Bachelor's Degree or Diploma in Engineering, Business Administration, Construction Management, or a related field.
• 3–5 years of document control experience in the construction, engineering, MEP, fit-out, signage, or infrastructure industry.
• Mandatory hands-on experience using Aconex.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and document management systems.
• Strong understanding of construction documentation, shop drawings, RFIs, technical submittals, material submittals, and project workflows.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and work within project deadlines.
• Strong communication and coordination skills.

Preferred Qualifications

• Aconex Certification or formal Aconex training.
• Experience working on large-scale construction or infrastructure projects.
• Familiarity with ISO 9001 document control procedures and quality management systems.
• Knowledge of additional document management platforms such as Procore, Autodesk Construction Cloud (ACC), or SharePoint is an added advantage.

Work Location: In person