Job Summary
We are looking for a highly organized and detail-oriented Document Controller to oversee the management, control, and distribution of all project-related documents. In this role, you will ensure that documentation is accurate, up-to-date, and easily accessible to all relevant stakeholders. You will play a key role in maintaining compliance with company procedures, industry standards, and client requirements, ensuring smooth communication and coordination between project teams, consultants, and subcontractors.
Key Responsibilities
- Manage the distribution, filing, and tracking of all incoming and outgoing project documents (drawings, technical documents, memos, RFIs, variation orders, NCRs, etc.) in both hard copy and soft copy formats.
- Compile, manage, and maintain project documentation for tenders, contracts, technical specifications, drawings, and related correspondence, ensuring proper version control, secure storage, and compliance with PWD, PAM, ISO, and client standards
- Register and monitor document revisions, transmittals, approvals, and submissions, ensuring timely distribution to relevant stakeholders.
- Track and file all main and sub-contract agreements and maintain progress claim records, including site measurements, consultant reports, and supporting documentation.
- Log, track, and maintain records of variation orders, contractual claims, and changes in work scope, ensuring all documentation, approvals, and version histories are properly filed and traceable.
- Maintain and update document control logs such as drawing registers, submission trackers, and project reports for management review.
- Facilitate communication between consultants, site teams, subcontractors, and clients to ensure timely submission, feedback, and resolution of document-related issues.
- Maintain site visit reports and contract compliance checklists to support project execution monitoring.
- Archive and compile final project documentation, including cost reports, payment records, and close-out files for handover to management.
- Ensure adherence to document control procedures, naming conventions, and internal SOPs, providing training to junior staff as needed.
- Assist with site administration tasks and provide project reporting support as required by the Project Manager or Head Office.
Job Requirements
- Degree in Construction Management, Quantity Surveyor, Engineering Support, Business Administration, or related fields.
- Minimum 3 years’ experience as a Document Controller in construction, M&E, E&I, or infrastructure projects.
- Familiarity with construction contract standards (e.g., PWD, PAM) is an advantage.
- Proficient in Microsoft Office (Word, Excel, Outlook) and file sharing tools (Google Drive, Dropbox, OneDrive, etc.).
- Familiar with ISO document control procedures, project numbering systems, and drawing revision handling;
- Ability to maintain accurate version control and structured filing systems (both hard copy and digital).
- High attention to detail and excellent organizational skills.
- Ability to work under pressure and meet tight deadlines.
- Good communication skills for liaising with engineers, consultants, and subcontractors.
- Team player with the ability to work independently when required.
- Proactive and adaptable to changing project needs.
- Fluent in Bahasa Malaysia and English
- Willing to travel and work at project sites in different states when required.
Job Type: Full-time
Pay: From RM4,500.00 per month
Education:
- Bachelor's (Required)
Experience:
- Document Controller: 3 years (Required)
Work Location: In person