Document Controller

About the role

The Document Controller is responsible for the effective management, control, distribution, filing, tracking, and retrieval of project and company documents. The employee shall ensure that all project documents are properly registered, identified, reviewed, distributed, updated, archived, and maintained in accordance with the Company's document control procedures and project requirements. The Document Controller shall maintain strict confidentiality and ensure that project personnel are provided with the latest approved revision of documents at all times.

Key responsibilities

• Establish and maintain an organized document control system for the project
• Register, classify, file, distribute, and track project documents
• Maintain document registers, transmittal registers, drawing registers, and other relevant logs
• Receive and register incoming documents from the Consultant, Main Contractor, Subcontractors, Suppliers, Authorities, and other parties
• Prepare and issue outgoing correspondence and documents through the appropriate transmittal system
• Maintain the project's drawing register and technical document register and control the issue and revision of drawings, specifications, method statements, shop drawings, and material submissions
• Maintain records of official project correspondence, letters, emails, notices, instructions, and replies
• Maintain structured electronic folders and project databases using the Company's approved naming and filing conventions
• Coordinate with Project Managers, Engineers, QA/QC personnel, Safety personnel, Site Supervisors, Procurement, Commercial, and Administration departments
• Assist in preparing and distributing meeting agendas, minutes, and supporting documents and prepare document status reports for management

About you

• Minimum Diploma or Certificate in Business Administration, Document Management, Information Management, Engineering Administration, or a related field
• Previous experience as a Document Controller, Project Administrator, Project Clerk, or similar position is preferred
• Experience in construction, engineering, infrastructure, or project-based environments is an advantage
• Good command of English and Bahasa Malaysia
• Good computer skills, particularly Microsoft Word, Excel, Outlook, and PDF editing software
• Experience with document management systems or project collaboration platforms is an advantage
• Strong attention to detail and accuracy
• Able to work under pressure and meet deadlines
• Ability to maintain confidentiality
• Ability to work independently and coordinate with multiple departments