Document Control | Administrative

PT China Construction Yangtze River Indonesia; Desa Ciranjeng; On-site; IDR 50,220,000 - 72,540,000; Full time

Job summary

PT China Construction Yangtze River Indonesia is seeking a meticulous Document Control Administrator for our West Cikarang office in West Java. The role ensures classification, storage, and retrievability of project documents in line with company policies and regulatory requirements.

You will manage document control processes, maintain records, support digitisation efforts, and coordinate with project stakeholders to ensure secure and efficient document handling across active construction

Qualifications

• Experience in document control or records management in construction or similar regulated settings.
• Familiarity with ISO standards where applicable.
• Strong organizational skills and meticulous attention to detail.

Responsibilities

• Receive, file, and catalogue project documents according to procedures.
• Maintain up-to-date records of drawings, specs, contracts and correspondence.
• Apply retention schedules and ensure archival and disposal compliance.
• Distribute documents to project stakeholders and log distributions.
• Audit document storage for completeness, accuracy, and accessibility.
• Create and maintain document indexes and retrieval systems.
• Support revision control and version management across teams.
• Assist digitisation and maintain both physical and digital filing systems.
• Respond to document requests from staff and external parties promptly.
• Ensure confidentiality and security of sensitive documents.
• Provide administrative support to project management teams as required.

Skills

Organisational skills

Attention to detail

English and Indonesian communication

Independent work with coordination

Confidentiality and security awareness

Proficiency in MS Office

Experience in document control

Education

High school diploma or equivalent

Certification in records management desirable

Tools

Document management systems

Database software

Microsoft Office

Job description

About us

PT China Construction Yangtze River Indonesia is a leading construction and engineering organisation committed to delivering high-quality infrastructure projects across Indonesia. We pride ourselves on maintaining rigorous standards of professionalism, safety, and excellence in all our operations. Our team is dedicated to supporting large-scale construction initiatives through efficient administrative and document management practices.

About the role

We are seeking a detail-oriented and organised Document Control Administrator to join our team at our West Cikarang office in West Java. This is a full-time position that plays a critical role in maintaining the integrity, accessibility, and compliance of our project documentation systems. As Document Control Administrator, you will be the custodian of our document management processes, ensuring that all records are properly classified, stored, and retrievable in accordance with company policies and regulatory requirements. This role is essential to supporting our operational efficiency and project delivery objectives.

Key responsibilities

• Receiving, cataloguing, and filing all project documents and records in accordance with established document control procedures and systems
• Maintaining accurate and up-to-date records of all project documentation, including drawings, specifications, contracts, and correspondence
• Implementing and monitoring document retention schedules and ensuring compliance with archival and disposal requirements
• Distributing documents to appropriate project stakeholders and maintaining distribution logs
• Performing regular audits of document storage systems to ensure completeness, accuracy, and accessibility
• Creating and maintaining document indexes, cross-references, and retrieval systems
• Supporting the coordination of document revisions and version control across project teams
• Assisting with the digitisation of records where applicable and maintaining both physical and digital filing systems
• Responding to document requests from project staff and external parties in a timely manner
• Ensuring strict confidentiality and security of sensitive project documentation
• Providing administrative support to project management teams as required

What we're looking for

• High school diploma or equivalent; administrative qualifications or certification in records management are desirable
• Proven experience in document control, records management, or a related administrative function within a construction, engineering, or similar regulated environment
• Strong organisational skills with meticulous attention to detail and accuracy
• Proficiency in document management systems and database software, with competence in Microsoft Office applications
• Excellent filing and classification abilities, with understanding of standard document control practices and ISO standards where applicable
• Strong written and verbal communication skills in English and Indonesian
• Ability to work independently whilst maintaining coordination with multiple project stakeholders
• Commitment to maintaining confidentiality and adhering to security protocols
• Flexibility and willingness to support growing documentation requirements on active construction projects