Document Controller

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Role Summary  

• Day-to-day administrative support to the Road Projects Department (RPD) to support the Strategic Objectives and ‘SMART’ Action Programme. 

Responsibilities  

• Coordinate office equipment, supplies and stationery. 
• Prepare correspondence, reports, presentation material and project related information. 
• Update and tracking staff information and leave planners (including leave cover). 
• Coordinate travel, meeting arrangements and events. 
• Answering telephone calls. 
• Receive and distribute project related correspondence to relevant recipients. 
• Develop and maintain filing structures for incoming and outgoing correspondence. 
• Daily management of calendars to ensure no conflicts and efficient working. 
• Ensure all correspondences requiring Section Head/Directors’ sign off are presented in a timely manner. 
• Convert PDF documents into Adobe Acrobat Readable versions.  
• Prepare CD Labels and copying files to CD.  
• Upload new templates / documents to PMDS. 
• Supports with the Monthly Progress Report (uploading to SharePoint/ Issuing Transmittals / binding copies). 
• Coordinate with the team to update regular reports. 
• Coordinate and arrange meetings, conferences, interviews and venues as well as send invites, arrange Access Passes, collect business cards from the guests and prepare contact lists.  
• Prepare and distribute invitations, agendas and record of minutes. 
• Manage and book meeting rooms/conference rooms. 
• Maintain files – hard copy and electronic filing. 
• Manage PMIS content and update / track staff information for the staff contact list. 
• Update and maintain the Floor Chart periodically.  
• Coordinate with the HR/ Recruiting team /Directors and arrange Telephone/Skype/Walk-in/Face to face Interviews.  
• Coordinate and arrange work stations, stationeries, IT requirements for new joiners. 
• Review New Joiner Check List and assist new joiners with their company IDs, IT requirements and other work related requirements. 
• Request and arrange PPE and pool car/drivers for the team upon request.  
• Assist leavers with the handing over procedures. 
• Coordinate, manage and prepare Visitor/Supplier request permissions for GECs, contractors and suppliers when required. 
• Coordinate manual timesheets. 
• Update and maintain the Roll Call list.  
• Manage the First Aid Box, keep records updated.  
• Operate office equipment and trouble shoot minor problems on various office machines such as but not limited to, phones, audio visual equipment, copier/printer/scanner machines, shredders, heavy duty punchers, desktop pcs, fax machines, laptops, monitors and laminating machines. Request IT  support for any equipment that requires maintenance. 
• Arrange lunch during Appreciation Lunch and healthy snacks for meeting when required. 
• Manage Kitchen supply (through Teaboys) and cleanliness (through Cleaning Staff) of the floor and make requisitions monthly or when needed. 
• Provide leave cover for colleagues as required.  
• Liaise with PWA General Services for ongoing issues relating to maintenance, office furniture, PWA ID cards, parking access etc. 
• Assist with planning & coordination of events that promote teamwork and collaboration. 
• Proofread and edit letters that have typo errors before passing to approvers for signature. 
• Perform document control duties as required in the assigned Area/Functional Team. 
• Process Authorization to Mobilize (ATM) forms. 
• Other duties as assigned. 

Relationships  

• Collaboratively work with the RPD teams and other relevant departments to ensure all required administrative duties are performed effectively and in a timely manner. Interfaces include but are not  limited to: 
  • Assigned Functional/Area Section Head/Director 
  • Assigned Functional/Area team members 
  • Head of Administrative function 
  • Other administrative colleagues 
  • Document Controllers 
  • General Services Department 
  • IT Department 
  • Others as assigned 
  • Tea boys, Cleaning staff, Maintenance Staff, Security, Nurse 

• Bachelor Degree in relevant Engineering field.

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity 

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.