Site Document Controller

A Construction Document Controller manages, organizes, and controls the flow of critical project information, technical drawings, and formal correspondence among contractors, consultants, clients, and on-site delivery teams.

Key Responsibilities

• Drawing & Specification Control: Receive, track, and issue construction drawings, method statements, and shop drawings. Stamp and distribute "Issued for Construction" (IFC) documents, promptly quarantine or mark superseding revisions, and conduct random site checks to verify that trade foremen are not building from outdated drafts.
• Submittals & Technical Workflow: Manage the full lifecycle of Requests for Information (RFIs), Material Submissions (MS), Method Statements, Inspection and Test Plans (ITPs), and non-conformance reports (NCRs). Route documents to the appropriate consultant or client representative and follow up to ensure turnaround times align with contractual deadlines.
• Master Register & Audit Trails: Maintain an up-to-date Master Document Register (MDR). Log transmittal numbers, revision dates, receipt timestamps, approver signatures, and distribution lists to ensure full transparency and audit readiness.
• Bilingual Client Liaison & Coordination: Facilitate daily technical and administrative communications with Mandarin-speaking clients, owners, or specialized trade sub-contractors. Translate transmittal summaries, clarify terminology on submittals, and interpret basic queries during site coordination meetings to eliminate workflow bottlenecks.
• System & Archive Administration: Oversee the project’s Common Data Environment (CDE)—such as Aconex, Procore, Autodesk Construction Cloud (BIM 360), or SharePoint. Maintain both the cloud platform and the physical hard-copy site filing cabinet for quick access during regulatory inspections and handover phases.
• Handover & Closeout Documentation: Collate, index, and package final As-Built drawings, Operation and Maintenance Manuals (OMMs), test commissioning certificates, and warranties for final client handover and statutory clearances.

Qualifications & Competencies

• Experience: 2–4 years of document control experience within civil engineering, building construction, or EPC infrastructure environments.
• Technical Software: Hands-on experience with construction management software (Aconex, Procore, PlanGrid, Viewpoint, or BIM 360) and advanced proficiency in Microsoft Excel and Adobe Acrobat Pro.
• Site Awareness: Familiarity with standard construction workflows, drawing numbering conventions, architectural/MEP/C&S disciplines, and site-level transmittal protocols.
• Attributes: High attention to detail, strong follow-up cadence, and the organizational stamina to handle heavy volumes of incoming and outgoing documentation under tight delivery schedules.