Document Controller - MEP

JOB PURPOSE

To support the project team in ensuring effective coordination throughout the drafting, design, and submission/approval processes within the project.

KEY ACCOUNTABILITIES

1. Maintain and update the Document Control Register (logs) for procurement, materials, shop drawings, as-built documents, and variations to ensure clarity on project document status.
2. Prepare and submit project-related documents for consultant approval, including material submittals, shop drawings, method statements, Health and Safety statements, Risk Assessments, and ITP for all related scope of works.
3. Assist the MEP Manager in procuring materials by generating Material Requisitions with complete information (specifications, drawings, Bill of Quantities), and obtaining at least three quotations per item.
4. Prepare price comparison statements for quotations versus the project budget, and compliance statements for proposed materials against project specifications. Obtain internal approval from authorized managers before submitting for final approval.
5. Review, correct, and resubmit documents with comments within the required timeframe, ensuring follow-up for timely approval.
6. Schedule and attend regular site coordination meetings, prepare meeting agendas, and document minutes. Track and close out all action items from the meetings.
7. Coordinate between the site and office teams to ensure technical support is provided effectively.
8. Prepare completion document submissions, such as as-built drawings and Operation & Maintenance manuals, and follow up for final approval at the project completion stage.

EXPERIENCE & QUALIFICATIONS

• Minimum Qualification: Bachelor’s degree or equivalent experience
• Minimum Experience: At least 1 year of relevant experience

SKILLS, KNOWLEDGE & ABILITIES

• Job-Specific Skills: Proficiency in Microsoft Office, report preparation
• Generic Skills: Strong communication, time management, and negotiation skills

FINANCIALS & DECISION-MAKING AUTHORITY

• Financial Scope: None
• Reporting Staff: None
• Decision-Making Authority: None

WORKING ENVIRONMENT & COMMUNICATION

• Working Environment: Office and project site-based
• Internal Relationships: Technical Office, Projects, Estimation, Contract & Procurement, Maintenance, and Nursery departments
• External Relationships: Main contractors/clients, consultants, suppliers, and manufacturers