Document Controller

Position: Document Controller

Report to: Project Manager

Job Responsibilities

• Overall coordination of controlled documentation for the project, within the Company and project undertaking.
• Manage incoming and outgoing correspondence for project.
• Maintain, update and compile daily, weekly and monthly records and reports, including delivery orders and sub-contractor’s claim with date received stamp and thereafter to scan a softcopy for records and compile hardcopy to be sent to the respective department.
• Assist QAQC, MEP departments and/or sub-contractors for shop drawings, sample and catalogue, work method statement submission.
• Update the summary list of project documentation submission and approval status in the progress report and the Autodesk/Aconex system which include submission of shop drawings, sample and catalogue, work method statement complete with checklist, Request for Inspection, NCR, etc on weekly basis.
• Ensure all documents including replied RFIs, revised construction drawings and approved shop drawings and approved method statements have been received and read by respective parties.
• Prepare, maintain and update master work program including financial & physical S-curve, manpower and machinery schedule.
• Update the weekly and monthly project progress.
• Maintain confidentiality of sensitive information and terms of agreement.
• Update, control and improve document control procedures.
• Ensure all document controls comply with ISO procedures.
• Design templates for documents, file types, and document databases. Review and update technical documents (e.g. manuals and workflows).
• Conduct at every month end document audits confirming they are current and accurately reflect recorded evidence. Ensure revised documents are accessible.
• Prepare ad-hoc reports on projects as needed and create templates for future use.
• Attend progress meetings, technical meetings, staff meetings, sub-contractor meetings and take minutes.
• Update weekly and monthly summary attendance to HQ before the monthly cut-off date.
• Implement Company’s IMS manual and continuous improvement to maintain quality records as per IMS manual and SOPs.
• Compile and maintain IMS documentation.
• Support internal and external audits, coordinate activities and ensure timely response to documentation requests for auditors.
• Investigate and respond to corrective actions related to Document Control, Training and External Standards.
• Maintain a systematic filing system for easy access, trace documents in an efficient manner.
• Undertake other related jobs and or duties assigned from time to time as directed by the Board of Directors.

Job Requirements

• Diploma/Degree in Administration Management or its equivalent.
• Must be a CIDB green card holder.
• Minimum two (4) years working experience in document control, in similar position or related working experience.
• Good communication and organizing skills, self-motivated, reliable, good time management and able to work under pressure, efficient, initiative, responsibilities, independent and able to meet tight deadlines.
• Analytical, oriental details and strong writing skills.
• Proficient in Microsoft office applications such as power point / excel / word and etc.
• Proficient in Autodesk or Aconex system (advantage).
• Proficiency in English and Malay.

Job Types: Full-time, Permanent

Benefits:

• Maternity leave
• Professional development

Application Question(s):

• How long is your notice period?
• How much is your current salary?
• How much is your expected salary?
• Current location?
• Years of experience?
• Willing to work in Cyberjaya?

Work Location: In person