To represent the Client in managing and controlling project documents, correspondence, records, and submissions, ensuring that accurate and current information is properly received, reviewed, distributed, stored, and available throughout the project.

• Manage the Client’s document-control system and maintain accurate project records.

• Receive, register, distribute, track, and archive documents submitted by the PMC, contractors, consultants, and suppliers.

• Maintain document registers for drawings, technical submittals, correspondence, RFIs, reports, meeting minutes, and handover documents.

• Ensure that documents follow the approved numbering, revision, formatting, and approval requirements.

• Verify that only the latest approved document revisions are available and used by the relevant project teams.

• Monitor document-review periods and follow up overdue responses, approvals, and resubmissions.

• Coordinate document workflows between the Client, PMC, designers, contractors, operations team, and other stakeholders.

• Maintain the confidentiality and security of sensitive project information.

• Support project meetings by distributing documents, recording actions, and tracking required responses.

• Prepare regular reports on submission status, overdue documents, pending reviews, and document-control performance.

• Manage superseded & obsolete documents to prevent unintended use.

• Coordinate the submission and review of as-built drawings, O&M manuals, warranties, asset registers, test records, and handover dossiers.

• Verify the completeness, organization, and traceability of final project records before handover.

• Transfer approved final documentation to the Client’s records, operations, facilities-management, or technical-library systems.

• Support internal and external audits by providing the required records and document histories.

• Ensure proper document archiving and close-out in accordance with the Client’s procedures.

• Strong document-management and organizational skills.

• High level of accuracy and attention to detail.

• Good knowledge of document numbering, revision control, workflows, and archiving.

• Ability to manage large volumes of technical and administrative documents.

• Strong coordination, follow-up, and time-management skills.

• Ability to prepare document-status reports and track overdue actions.

• Good knowledge of electronic document-management systems.

• Good written and verbal communication skills in English.

• Ability to handle confidential information professionally.

• Bachelor’s degree or diploma in Business Administration, Information Management, Engineering, or a related discipline.

• Minimum 7 years of document-control experience in construction or engineering projects.

• Document-control or records-management experiences certification is preferred.

• Relevant training in electronic document-management systems is an advantage.

• Previous experience with a Client organization, PMC, or engineering consultant is preferred.

• Experience in housing renovation, refurbishment, or building projects is an advantage.

• Experience with technical submittals, correspondence, as-built drawings, O&M manuals, and project handover documentation.

• Experience using document-management platforms such as Aconex, Procore, SharePoint, or similar systems.