We are seeking an experienced document controller.

Key Responsibilities:

• Lifecycle Management: Control all project documents from design through to final handover.
• System Setup: Estbalish standardized document coding and filling system. (e.g., Uptime/ TIA Standards).
• EDMS Administration: Manage digital workflows and user permissions within platforms like Aconex or Procore.
• Transmittal Coordination: Act as the central hub for official document exchange between all project stakeholders.
• Quality Auditing: Conduct regular checks to ensure all records are signed, formatteed and compliant.
• Progress Reporting: Consolidate daily/ weekly reports to support the Project Manager's decision-making.
• As-built Handover: Oversee the collection and transition of final construction data to the O&M team.
• Meeting Governance: Record minutes for key engineering meetings and track the closure of action items.
• Security and NDA: Protect sensitive date-center layouts and ensure strict access control for confidential files.

1. Drawing Management & Version Control

Receive, register, stamp, distribute, recall, supersede and track all construction drawings, including architectural, structural, MEP, interior decoration, fire protection, curtain wall, F&B kitchen, and laundry etc.

Establish and maintain drawing registers and version traceability logs to ensure all site teams work with the latest approved drawings and eliminate the use of outdated or incorrect versions.

Coordinate with BIM, interior decoration and MEP teams to ensure cross-disciplinary drawing coordination and timely updates.

2. Project Correspondence & Document Circulation

Manage all official project correspondence, including letters, RFIs, site instructions, supervision notices, rectification responses and meeting minutes among the General Contractor, Client, Supervision Engineer, Designers, Hotel Operator, Subcontractors and relevant Authorities.

Implement full-cycle document control procedures, including document receipt, registration, coding, approval, circulation, follow-up, filing and archiving.

Draft, proofread, issue and distribute minutes of weekly/monthly progress meetings and technical coordination meetings.

3. Change Order & Variation Management (Core GC Function)

Establish and maintain dedicated registers for design changes, site variations, site instructions and cost-related documents, with unified coding and closed-loop tracking.

Coordinate with Engineering, Technical and QS teams to collect and file change drawings, instructions and supporting documents, ensuring completeness for interim payments, final accounts and claims.

Pay particular attention to high-frequency changes typical of hotel projects, including guestroom layouts, public area interiors, MEP coordination points, brand standard upgrades and FF&E layout adjustments.

4. Hotel-Specific Documentation & Brand Compliance

Liaise with hotel operators (e.g. Marriott, Hilton, IHG) and submit technical documents, material samples, MEP data, fire safety solutions and inspection certificates in compliance with brand standards.

Collect, organize and manage FF&E (Furniture, Fixtures & Equipment) and OS&E (Operating Supplies & Equipment) related technical documents, certifications and approval records.

Prepare pre-opening documentation packages for hotel operation, including fire safety, sanitation, planning approvals, special equipment permits and environmental protection inspection dossiers.

5. Quality & Inspection Documentation

Collect, organize and conduct preliminary reviews of quality-related documents, including concealed works records, sectional acceptance records, test reports, material submissions, qualification certificates and inspection reports.

Supervise subcontractors to ensure quality and safety documentation is submitted in line with construction progress, avoiding delays or incomplete records.

Manage safety documentation, civilized construction records and submission/filing of special construction method statements.

6. As-Built Documentation & Project Handover

Compile, index, scan, bind and archive as-built documentation in accordance with requirements of local construction authorities, archive bureaus, the Client and the Hotel Operator (dual handover standards).

Finalize as-built drawings, ensure proper signatures and volumes, and support completion acceptance, government filing, fire acceptance and special inspections.

Conduct full document handover and manage post-completion archive control, document borrowing and confidentiality.

7. Digital System & Document Control Maintenance

Maintain the electronic document library through the project ACC, ERP, OA or cloud-based platforms, ensuring consistency between electronic and hard-copy documents.

Conduct regular document audits and gap analysis, and submit weekly/monthly document control reports to the Project Manager and Department Head.

1. Education: Archives Management, Secretarial Studies or related disciplines. Graduated from electrical engineering major, with electrical engineer certificate, preferred.
2. Experience: 3–5 years of document control experience in the construction industry and be under 40 years of age; experience in hotel projects, commercial complexes or high-end interior fit-out under a general contractor is highly preferred. 
3. Professional Knowledge: Familiar with building project. Familiar with the full construction process, basic drawing disciplines, change order and variation procedures, inspection and as-built documentation requirements.
4. Software Skills: Proficient in document control systems, archive management software and other relevant applications, including but not limited to Aconex, ACC, Microsoft Office Suite, CAD and Revit.
5. Competencies: Detail-oriented, responsible, strong communication and coordination skills, high sense of confidentiality and execution, able to work under pressure.
6. Willingness to work on sites.
7. Proficient in English and can communicate flently as a working language.
8. Proficiency in Chinese (Mandarin) is a strong advantage and may subsitutue for moderate English.