Project Document Controller

The Opportunity We are looking for an organised and meticulous Project Document Controller to establish, administer and maintain document control systems for architectural projects. Reporting to the Project Lead, the successful candidate will support the efficient receipt, review, distribution, tracking, filing, archiving and retrieval of project information across the project lifecycle.

Set up and administer the project document management system, folder structures, document registers and workflows in accordance with project requirements and the organisation’s information management procedures. Manage the receipt, registration, review, issue, distribution and filing of drawings, specifications, reports, submissions, correspondence, meeting records and other project documents. Maintain accurate document metadata, numbering, revision status, transmittals and distribution records, ensuring that project teams use the latest approved information.

Coordinate document submissions and information exchanges with clients, consultants, contractors, authorities and internal project teams. Monitor document review cycles, outstanding submissions and response deadlines, and follow up with relevant parties to support timely project delivery. Maintain complete electronic and, where required, hard-copy project records in line with contractual, statutory and organisational requirements. Support project team members in the use of document management platforms, templates, workflows and filing protocols.

Conduct periodic checks and audits to verify document completeness, accuracy, traceability and compliance with approved procedures. Prepare document control status reports, registers, metrics and inputs for regular project reporting. Support project close-out, including the compilation, verification, archiving and handover of final project records and as-built documentation. Provide general project administration and coordination support, including assistance with meeting documentation and technical submissions.

Perform other project-related duties as required.

• Diploma or equivalent qualification in architecture, engineering, construction, technology or a related discipline.
• At least three years of document control or project administration experience, preferably within an architectural, engineering, construction or consultancy environment.
• Experience supporting large or complex building projects is advantageous.
• Proficiency in Microsoft Word, Excel, PowerPoint and SharePoint.
• Experience with common document management platforms such as Aconex, Fulcrum, Autodesk Construction Cloud, Project Wise or similar systems is advantageous.
• Good understanding of document control principles, revision management, records management and project information workflows.
• Organised, systematic and meticulous, with strong attention to detail and the ability to manage multiple priorities and deadlines.
• Good written and verbal communication skills, with the ability to coordinate effectively across multidisciplinary teams.
• Able to work independently while contributing collaboratively within a project team.

SAA is a member of the Surbana Jurong (SJ) Group, a diverse and collaborative collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. As one of SJ’s 10 member companies, SAA is part of a global network of professionals in more than 120 offices in over 40 countries. To find out more about SAA, please visit our website at  At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively.

Join us in making a positive impact on the world! SJ is a diverse collective of problem solvers for the built environment, continually reimagining ways to create a smart and sustainable future. Headquartered in Singapore, the group has a global talent pool of 16,000 in its member companies AETOS, Atelier Ten, B+H, CHIL, KTP, Prostruct, Robert Bird Group, SAA, SMEC and Surbana Jurong, based in more than 120 offices in over 40 countries.

SJ is #23 in Engineering News-Record’s 2023 Top 225 International Design Firms, #14 in World Architecture 100 2024, and Asia Pacific FM Technology Provider of the Year 2022, awarded by International Facility Management Association.