Admin/Document Controller - Interior Fit-out

Job Purpose

The Admin / Document Controller is responsible for managing all administrative tasks and controlling project documentation to ensure proper organization, accuracy, traceability, and compliance with company procedures and project requirements.

Key Responsibilities

Administrative Duties

Provide general administrative support to management and project teams.

Prepare letters, emails, reports, and official correspondence.

Maintain office records, files, and logs.

Coordinate meetings, appointments, and site visits.

Assist Finance departments with documentation when required.

Updating registers such as employee leave, project list, authority registration, project work permit register etc.

Document Control Duties

Receive, register, distribute, and file all incoming and outgoing project documents.

Maintain document control registers for drawings, material submittals, method statements, RFIs, and correspondence.

Ensure proper document numbering, version control, and revision tracking.

Distribute approved documents to relevant departments, site teams and clients.

Monitor document approval status and follow up with consultants and clients.

Archive project documents in accordance with company and contractual requirements.

Project Support

Assist the project team with submission of shop drawings, material submittals, and method statements.

Maintain logs for approvals, transmittals, and as-built documentation.

Support project close-out and handover documentation.

Support with regular coordination to Project Managers and Supervisors on site.

Qualifications & Experience

Diploma or Bachelor's degree in Business Administration or related field.

Minimum 25 years of experience in a similar role within the construction or fit-out industry.

Knowledge of document control procedures and standards.

Experience working with consultants, clients, and authorities.

Able to join immediately.

Skills & Competencies

Strong organizational and time-management skills.

High attention to detail and accuracy.

Proficient in MS Office (Word, Excel, Outlook).

Familiar with document control systems and filing structures.

Good written and verbal communication skills.

Ability to work under pressure and meet deadlines.

Personal Attributes

Professional and well-organized

Reliable and proactive

Ability to handle confidential information

Team-oriented with a positive attitude

You can also email your CV to [Confidential Information] with a Subject: Admin/Document Controller Applicant