Document Controller

About the role

The Document Controller is responsible for ensuring all company documents are stored, controlled, updated, easily traceable, and available according to the needs of each department.

Key responsibilities

• Manage company documents in both hardcopy and softcopy formats
• Organize documents by category, number, date, department, and document type
• Ensure documents are stored in designated folders or storage systems
• Perform scanning, uploading, and filing of documents regularly
• Assign document numbers, codes, or identifications according to applicable systems
• Record new documents, revised documents, and obsolete documents
• Ensure each department uses the latest version of documents
• Monitor the validity period of company documents, certificates, permits, and supporting documents
• Create reminders for documents approaching expiration and follow up with relevant PICs for document updates
• Input and update document data in Excel or company systems and maintain document databases

About you

• Minimum D3/S1 education from Administration, Management, Archiving, or related fields
• Minimum 1 year experience as Document Controller, Document Control Staff, Admin Document, Administration Staff, or similar position (fresh graduates with strong administrative and document management capabilities may be considered)
• Understanding of basic document control principles, document filing, document numbering, version control, and document archiving
• Proficient in Microsoft Office, particularly Microsoft Excel and Microsoft Word
• Able to use Excel to create databases, perform sorting/filtering, and use basic formulas
• Experienced working with large volumes of documents
• Strong administrative capabilities and ability to maintain accuracy in repetitive work
• Able to perform detailed and systematic document checking
• Good communication and coordination skills with various departments
• Able to work independently and as part of a team