Job Description

WE TAKE YOU ABOVE BEYOND

Take your passion to the next level and work alongside other masters of their craft to build a fulfilling and rewarding career at Marina Bay Sands.

Key Responsibilities

1. Document Control Management

• Manage the end-to-end document lifecycle, ensuring accurate logging, classification, metadata tagging, and version control.
• Maintain comprehensive document registers and ensure all documentation is up to date and compliant with project procedures.
• Ensure current, approved, and properly controlled documents are accessible to team members.
• Establish and implement project controls pertaining to Document Control permissions, access, and distributions/distribution groups

2. Aconex Administration

• Set up and maintain Aconex processes including workflows, transmittals, document numbering, superseding, and distribution matrices.
• Ensure documentation received from Consultants and Contractors is compliant with MBS Document Control policies and procedures and distributed to the relevant internal team members in a timely manner.
• Coordinate submission, review, and approval cycles for drawings, specifications, permits, reports, and correspondence.
• Monitor workflow progress and follow up with reviewers to ensure timely turnaround.
• Provide training and user support for Aconex and SharePoint across the project team.

3. SharePoint Management

• Administer SharePoint document libraries, including folder structures, permissions, metadata, and versioning.
• Support team members in uploading, retrieving, and collaborating on SharePoint-based documents.
• Ensure alignment between Aconex and SharePoint where documentation is stored across both systems.

4. Quality & Compliance

• Ensure compliance with company and department standards, project requirements, naming conventions, and regulatory guidelines.
• Establish and implement project controls pertaining to EDMS attributes, project areas, naming conventions, and similar.
• Conduct regular audits of document accuracy, completeness, and adherence to workflows.
• Maintain confidentiality and security of all sensitive documents.

5. Stakeholder Coordination

• Act as the primary focal point for document control communication with internal teams, consultants and contractors.
• Manage document schedules / tracker, ensuring timely delivery of controlled documents.
• Assist MBS Procurement with the compilation of documentation, relevant exhibits, and similar for issuance of requests for proposals and change events.
• Liaise with MBS Procurement, as needed, for distribution and retention of formal communications related to change management and commercial correspondence.
• Lead the effort of onboarding new consultants and contractors with regard to manual issuance, arranging training as required for EDMS and select third party applications relevant to Document Control, and for ensuring adequate access and permissions to documentation.
• Serve as primary interface for Design Team members’ and Contractors’ relevant Document Control representatives for resolving technical questions or concerns.

6. Reporting & Tracking

• Generate reports and dashboards covering submission status, overdue items, and workflow performance.
• Track deliverables, contractor submissions, and regulatory documentation through their full lifecycle.

7. Project Close-out

• Prepare final documentation packages handover using Aconex or SharePoint.
• Ensure all project records are organized, indexed, and archived in accordance with retention policies.

Requirement

• Proven experience as a Document Controller in construction, engineering, architecture, or related industries with minimum 10 years’ working experience.
• Extensive experience and strong working knowledge of Oracle Aconex.
• Extensive experience and proficiency in SharePoint document libraries, metadata management, and collaboration features.
• Extensive experience implementing Document Control processes, including driving consultants’ and contractors’ practices related to processes and procedures.
• Proficiency in Bluebeam Revu software.
• Experience with broad, complex teams delivering projects for large-scale commercial buildings.
• Ability to manage multiple priorities and work under tight deadlines.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).

Preferred

• Experience in large-scale Integrated Resorts and/or Regulated Casino Environments.
• Experience with using Autodesk suite of products.

Key Competencies

• Excellent communications and co-ordination skills.
• Excellent attention to detail and strong organizational skills.
• High level of accuracy and commitment to data integrity.
• Ability to troubleshoot document-related issues quickly and efficiently.
• Analytical mindset for tracking documentations and reporting.
• Proactive, adaptable, and able to work with cross-functional teams.

Marina Bay Sands is committed to building a diverse, equitable and inclusive workforce, providing equal opportunities as we grow our talent base to match our growth ambitions in Singapore. Our employees are committed to adhere to and abide by all rules, regulations, policies and procedures, including the rules of conduct and business ethics of the Company.