Senior Document Controller

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Senior Document ControllerApply locations Pasig City time type Full time posted on Posted 6 Days Ago job requisition id JR111555

Key Accountabilities :

1. Document Management and Control - Ensure accurate registration, classification, and control of all incoming and outgoing project documents.

2. Use of Electronic Document Management Systems (EDMS) - Effectively utilize SMEC's Business Management Systems (e.g., Aconex, SharePoint) to manage and track project documents.

3. Document Distribution and Tracking - Manage the timely and secure distribution of documents to internal and external stakeholders.

4. Quality and Standards Compliance - Ensure all documents comply with established company, project, and client standards.

5. Reporting and Logs Maintenance - Maintain detailed document logs and provide reports on document status and approvals.

6. Confidentiality and Security Management - Control access rights and monitor document retrieval activities. Maintain secure backups and ensure confidentiality of classified files.

7. Audit and Compliance Support - Support internal and external audits by preparing required document sets and responding to auditor requests.

8. Process Improvement and Workflow Support - Contribute to the development and continuous improvement of document control procedures and workflows.

Qualifications :

Education

· Bachelor's degree in business administration, Information Management, or a related field is preferred.

· A technical diploma or certificate in document control, records management, or quality management is acceptable with relevant experience.

· Additional training in ISO 9001 Quality Management Systems is an advantage.

Technical Proficiency

· Proficient in the use of Electronic Document Management Systems (EDMS) such as: Aconex, SharePoint, Newforma, Procore, or equivalent platforms.

· Working knowledge of file handling tools including Adobe Acrobat Pro, Bluebeam Revu, or similar for PDF review and markup.

· Basic familiarity with AutoCAD, Revit, or viewers for design documents is advantageous.

· Skilled in Microsoft Office applications (especially Excel, Word, Outlook) for tracking and reporting.

Experience :

· Minimum of 5 years of cumulative experience in document control or records management, with at least 2-3 years in a senior or lead role.

· Experience working in engineering, architectural design, or construction consulting environments.

· Proven ability to manage large volumes of project documentation, including: Technical reports, drawings, specifications, contracts, contract variations, submittals, and transmittals.

· Experience supporting multi-disciplinary teams across various project phases: design development, tender, construction, and project close-out.

· Familiarity with regulatory submission processes for public or private sector infrastructure projects.

Skills/Knowledge :

· Strong understanding of document control systems and standards, including ISO-aligned practices.

· Excellent attention to detail for reviewing and organizing technical documentation.

· Good working knowledge of quality assurance practices, document versioning, and compliance monitoring.

· Strong organizational and archiving skills, including familiarity with document retention policies.

· Effective communication and coordination skills for dealing with internal teams and external stakeholders.

· Capable of producing accurate reports, maintaining document trackers, and monitoring workflows for compliance and efficiency.

Competencies :

· Document Management Expertise (4) - Deep understanding of document control systems, workflows, and standards (e.g., ISO 9001, ISO 19650) for organizing, storing, and retrieving engineering and design documentation efficiently.

· Attention to Detail (4) - Ability to identify inconsistencies, formatting issues, version errors, or incomplete submissions within complex design documents and technical records.

· Familiarity with EDMS Platforms (4) - Proficient in using Electronic Document Management Systems such as Aconex, Newforma, SharePoint, or Procore for managing transmittals, approvals, and revision control.

· Communication and Coordination (4) - Strong communication skills to coordinate with internal teams, consultants, and clients, ensuring clarity in document distribution, requirements, and timelines.

· Time and Priority Management (4) - Ability to manage competing deadlines across multiple projects, prioritize document releases, and ensure timely submissions of critical design deliverables.

· Knowledge of Engineering and Architectural Terminology (4) - Basic understanding of technical terms, drawing types, and document classifications (e.g., IFC, shop drawings, specifications) used in design and construction projects.

· Quality and Compliance Orientation (4) - Commitment to ensuring documents meet internal quality standards and comply with client specifications, regulatory requirements, and contractual obligations.

· Problem-Solving and Initiative (4) - Ability to proactively resolve document issues such as missing approvals, conflicting revisions, or non-standard submissions without escalation.

· Organizational and Archiving Skills (4) - Capable of establishing clear folder structures, archiving systems, and retention schedules that support traceability, audits, and future document retrieval.

· Confidentiality and Data Integrity (4) - Maintains strict confidentiality of project documents and ensures that sensitive information is protected from unauthorized access or tampering.

Personal Drivers :

· Accuracy and Precision – Committed to maintaining data integrity and correct documentation.

· Accountability – Takes ownership of document lifecycle, from receipt to archival.

· Process Discipline – Values structured procedures and follows protocols meticulously.

· S ervice Orientation – Driven to support teams by ensuring document availability and accessibility.

· Confidentiality and Integrity – Maintains discretion and protects sensitive project data.

· Commitment to Quality – Upholds standards in document preparation and delivery.

· Continuous Improvement – Seeks better ways to manage document systems and workflows.

· Responsiveness and Reliability – Delivers on-time, accurate outputs with minimal supervision.

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

Similar Jobs (1)Company Driverlocations Pasig City time type Full time posted on Posted 19 Days Ago

SMEC is a global engineering, management and development consultancy delivering innovative solutions for our clients and partners. Leveraging our 70-year history of delivering nation-building infrastructure, we provide technical expertise and advanced engineering services to resolve complex challenges across major infrastructure and energy projects.

SMEC has a long and proud history which dates back to Australia's iconic Snowy Mountains Hydroelectric Scheme in 1949, one of the largest and most complex hydroelectric schemes in the world. Headquartered in Australia, we have offices across more than 35 countries in Oceania, Southeast Asia, South Asia, Africa and the Americas.Together with our clients and partners, we deliver projects that directly contribute to improving health, quality of life and development outcomes for communities and neighborhoods around the world. Driven by innovation, ingenuity and skill, our people have shaped these outcomes in some of the world's most remote and challenging environments.

Since 2016, SMEC has been a member of the Surbana Jurong Group, an Asia-based global powerhouse of over 16,000 employees. Through our network of global specialists and by collaborating with local partners, we connect clients with the best teams and capabilities to deliver sustainable solutions.

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