Document Controller

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