Job Purpose

To manage, organize, and control all contract-related documentation for the metro project, ensuring accuracy, traceability, and compliance with project requirements and document control procedures.

Key Responsibilities

Document Control & Management

• Maintain and manage all contracts-related documents including agreements, subcontracts, variations, claims, and correspondence.
• Ensure proper document numbering, version control, and filing in line with project document control procedures.
• Track incoming and outgoing documents, ensuring timely distribution to relevant stakeholders.
• Maintain an updated document register/log for all contract documents.

Contracts Documentation Support

• Assist the Contracts team in preparing, compiling, and submitting contractual documents.
• Support in the preparation and tracking of variations, claims, extensions of time (EOT), and contractual notices.
• Archive executed contracts and ensure easy retrieval when required.

Coordination & Communication

• Coordinate with internal teams (engineering, procurement, planning) for document collection and submission.
• Liaise with contractors, subcontractors, and consultants regarding document submissions and approvals.
• Ensure timely follow-ups on pending documents and approvals.

Compliance & Quality Assurance

• Ensure all documentation complies with project requirements and contractual obligations.
• Maintain confidentiality and security of sensitive contractual documents.
• Support audits by providing necessary documentation and records.

System Management

• Operate and maintain document management systems (e.g., Aconex, EDMS, SharePoint).
• Ensure proper digital and physical filing systems are maintained.
• Perform regular backups and ensure data integrity.

Qualifications & Experience

• Bachelor’s degree or diploma in Business Administration, Engineering, or a related field.
• 3–7 years of experience as a Document Controller, preferably in infrastructure or metro/rail projects.
• Experience in contracts/commercial department is highly preferred.
• Familiarity with document control systems like Aconex, EDMS, or similar platforms.

Skills & Competencies

• Strong organizational and document management skills.
• Attention to detail and accuracy.
• Good understanding of contract documentation and construction processes.
• Proficiency in MS Office (Word, Excel, Outlook).
• Effective communication and coordination skills.
• Ability to work under pressure and meet deadlines.

Preferred Experience

• Experience working on large-scale infrastructure projects (Metro/Railways preferred).
• Knowledge of FIDIC or similar contract frameworks is an advantage.

Key Performance Indicators (KPIs)

• Timely document submission and distribution.
• Accuracy and completeness of document records.
• Efficiency in document retrieval.
• Compliance with document control procedures.