DOCUMENT CONTROLLER (FIRE PROTECTION)

Job Summary

Provide administrative and document control support to project teams to ensure the smooth coordination of daily project activities. Responsible for maintaining accurate project documentation, drawings, submissions, correspondence and administrative records in accordance with company procedures, client requirements and project timelines.

Roles & Responsibilities

· Provide day-to-day administrative support to Project Managers, Engineers, Site Supervisors and other project personnel.

· Manage and maintain project documents, drawings, specifications, correspondence, technical submissions and other project records.

· Control the issuance, revision, distribution and filing of project drawings and documents to ensure proper document management.

· Maintain accurate document registers, revision logs, transmittal records and submission trackers.

· Coordinate document submissions and approvals with clients, consultants, main contractors and subcontractors.

· Ensure the latest approved drawings and documents are properly circulated to relevant project teams and superseded versions are withdrawn.

· Assist in the preparation, compilation and submission of shop drawings, as-built drawings, material submissions, method statements, Risk Assessments and other technical documents.

· Monitor submission deadlines, track approval status and follow up with relevant parties on outstanding documents.

· Prepare and maintain project correspondence, meeting minutes, progress reports and other administrative documentation.

· Assist with purchase requisitions, delivery orders, material requests and other project-related administrative paperwork.

· Maintain proper electronic and physical filing systems to ensure documents are accurately recorded, organized and easily retrievable.

· Assist with the preparation and compilation of documentation required for project inspections, audits, testing and commissioning, and project handover.

· Coordinate with Procurement, Finance, HR and other departments on project-related administrative requirements.

· Maintain confidentiality and accuracy of project information and ensure compliance with company documentation procedures.

· Perform other administrative and document control duties as assigned by the reporting manager.

Required Competencies and Qualifications

· Nitec, Diploma or equivalent qualification in Business Administration, Construction, Engineering or a related discipline.

· Minimum 1–3 years of relevant experience in administration, document control or project support.

· Proficient in Microsoft Office applications, particularly Excel, Word and Outlook.

· Good organisational and time-management skills with strong attention to detail.

· Ability to maintain accurate records and manage multiple tasks within project deadlines.

· Good written and verbal communication skills.

· Able to work independently and coordinate effectively with project teams and external stakeholders.

· Responsible, proactive and able to follow up on outstanding tasks with minimal supervision.

Preferred Competencies and Qualifications

· Experience in the construction, M&E or fire protection industry.

· Familiarity with construction drawings, technical submissions, shop drawings and as-built documentation.

· Experience with electronic document management systems or project collaboration platforms.

· Knowledge of construction project documentation procedures and submission requirements.

· Experience supporting project administration, procurement documentation and project reporting.

· Familiarity with document control requirements for major construction or infrastructure projects.