Our client is a growing international project delivery and engineering services organisation supporting the data centre industry across Asia Pacific and other global markets. Their expertise spans data centre fit-out, infrastructure delivery, project management, technical services, and operational support for mission-critical environments. With an established presence in Singapore and a growing operational footprint in Batam, the organisation works closely with clients, contractors, consultants, suppliers, and project teams to deliver complex projects within highly structured and documentation-intensive environments.
Role: Senior Document Controller
Location : Batam
About the Role
The Senior Document Controller will be based at Batam office in Sukajadi. Reporting to project leadership based in Singapore, this role will serve as the central point of coordination for project documentation, document control processes, reporting records, and project administration activities across active projects in Batam. The successful candidate may occasionally be required to travel to Nongsa, Kabil, Batu Ampar, and other project-related locations within Batam to support project documentation requirements. This role is ideal for an organised and detail-oriented professional who enjoys working within a fast-paced project environment and has prior experience supporting construction, engineering, fit-out, MEP, infrastructure, industrial, or other project-based organisations.
KEY RESPONSIBILITIES
Project Document Control
- Act as the primary custodian of all project documentation.
- Maintain accurate and organised document management systems for all active projects.
- Ensure all project documents are correctly filed, tracked and stored in accordance with company procedures.
- Maintain document registers and project document trackers.
- Create, update and manage live project document tracking logs.
- Ensure all project records remain complete, current and readily retrievable.
Document Review & Quality Control
- Review incoming and outgoing documentation for completeness, consistency and compliance with document control standards.
- Verify document numbering, naming conventions, revision status and distribution requirements.
- Ensure document formatting and quality standards are maintained before issue.
- Identify missing, incomplete or incorrect documentation and coordinate corrections with relevant stakeholders.
Version Control & Transmittal Management
- Manage document revisions and maintain accurate version control.
- Ensure superseded documents are archived appropriately.
- Distribute updated documents to relevant stakeholders.
- Prepare and manage document transmittals.
- Maintain accurate records of all incoming and outgoing project communications and documentation.
Project Coordination Support
- Support project managers and delivery teams with documentation requirements throughout project execution.
- Coordinate document submissions between internal teams, clients, consultants, contractors and suppliers.
- Track outstanding documentation and proactively follow up with relevant parties.
- Assist project teams in maintaining documentation compliance and project reporting requirements.
Document Management Systems Administration
- Administer project documentation within Procore, Aconex andSharePoint as required.
- Upload, organise and maintain project records within the relevant document management platforms.
- Ensure documentation remains accurate, current and accessible to authorised users.
- Support project teams in the effective use of Procore, Aconex and SharePoint for document management activities.
Administrative & Operational Support
- Provide administrative support to project delivery teams when required.
- Assist with preparation of project reports, meeting documentation and project records.
- Attend project meetings and maintain meeting minutes when required.
- Support the day-to-day administration of the project office.
Compliance & Confidentiality
- Maintain confidentiality of sensitive business and project information.
- Ensure compliance with company document control procedures and information security requirements.
- Support internal and external audits by maintaining accurate project documentation records.
REQUIREMENTS:
- Minimum 3-5 years of experience in Document Control, Project Administration, Project Coordination, or similar project support functions within construction, engineering, MEP, fit-out, industrial, infrastructure, or contractor-led project environments.
- Demonstrated experience managing project documentation throughout the full project lifecycle, including document registers, transmittals, document distribution, document retention, version control, revision management, document numbering, audit trails, project documentation records, live document trackers, transmittal logs, and other project documentation control systems.
- Prior hands-on experience using PROCORE, ACONEX and SHAREPOINT for project document management, document control, transmittals, workflow management, revision control, document submissions, document tracking, and stakeholder collaboration.
- Strong administrative, coordination, and stakeholder management skills, with the ability to manage multiple document workflows, priorities, and deadlines simultaneously.
- Strong written and verbal communication skills in English are essential, as all project documentation, reporting, and internal communications are conducted primarily in English.
- Proficient in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.
- Highly organised, methodical, and detail-oriented, with the ability to maintain accuracy while managing large volumes of project documentation.
- Able to work independently with minimal supervision and consistently meet project deadlines.
- Residing in Batam and willing to travel occasionally to Nongsa, Kabil, Batu Ampar, and other project-related locations when required.
ADVANTAGEOUS:
- Experience supporting project managers, engineers, technical delivery teams, or construction project teams.
- Experience within data centre, mission-critical, telecommunications, or large-scale construction project environments.
- Experience supervising, mentoring, or providing guidance to junior Document Controllers or project administration personnel.
Only shortlisted applicants will be contacted.
EA: PrimeStaff Management Services Pte Ltd | 95C5411
EAP: Yang HuiTing Karin | R1106591
