Document Controller

Document Controller  Responsibilities:

• Establishing and maintaining comprehensive document management systems to ensure records are easily accessible and well-organized
• Set up filing structures, apply naming conventions, and log incoming and outgoing files.
• Ensure teams use only the latest, approved document versions and archive outdated files.
• Review technical files, blueprints, or contracts for completeness and adherence to industry standards (like HACCP, GMP+B2)
• Responsible for the collection, maintenance and distribution of all documents necessary to define product.
• Implementing document control procedures to ensure the integrity and security of all company documents
• Coordinating the filing, archiving, and disposal of physical and electronic documents according to internal policies and legal requirements
• Conducting regular audits to verify the accuracy and completeness of document records and train staff on document handling rules and help employees retrieve files quickly
• Maintain confidentiality, manage access logs, and conduct regular audits to verify document integrity.
• Collaborating with cross-functional teams to identify and address document control issues
• Staying up-to-date with industry best practices and legal regulations related to document management
• Experienced and familiar with dealing with government agencies such as DOSH, DOE, BOMBA, DVS, MBDK, Embassy and others

Document Controller Requirements:

• High school diploma or a associate's/bachelor's degree in business administration, information management, or project management.
• 2 to 5 years of experience in administrative, records management role, or document control roles
• Experience in a preferably within the administration or office support industry.
• Strong organizational and time management skills with a keen attention to detail
• Proficient in using document management software and Microsoft Office suite
• Proficiency in MS Office (Excel, Word) and Electronic Document Management Systems (EDMS) like SharePoint or Aconex or AutoCAD
• Excellent communication and interpersonal skills to effectively liaise with various stakeholders
• High attention to detail, strong organization, clear communication, and discretion with confidential data
• Ability to work independently and as part of a team to meet deadlines and achieve objectives
• Thorough knowledge of document control best practices and relevant industry regulations
• Good command of  English & Bahasa Malaysia.
• Good communication and strong interpersonal, presentation and negotiation skills.
• Able to work independently with minimum supervision.