Document Controller - Climate Resilience Team

HASKONING; Jakarta Pusat; On-site; IDR 120,000,000 - 240,000,000; Full time

Benefits offered by this job

International colleagues

Learning and development opportunities

Flexible working environment in South/

Job summary

HASKONING is seeking a structured and proactive Document Controller for the Climate Resilience team in South Jakarta, Indonesia. You will manage and track project documents, ensure correct revisions and statuses, and coordinate with project teams to meet submission deadlines.

You will work with multidisciplinary engineers and consultants, maintaining a robust document management system, driving consistency across projects, and supporting close-out archiving and tender documentation.

Qualifications

• Diploma or Bachelor’s degree in Administration, Information Management, or related field.
• 2–5 years of document control/project administration experience in engineering consultancy or similar.
• Experience handling multidisciplinary project documentation is advantageous.
• Proficiency with Microsoft 365 tools (SharePoint, Teams, Word, Excel, Outlook).
• Familiarity with ISO 19650 and a Common Data Environment (CDE).
• Strong written and spoken English and Bahasa Indonesia with proofreading skills.

Responsibilities

• Maintain project document control system, registers, revisions, and statuses to ensure latest approved versions are used.
• Register, track, distribute, and archive documents; record superseded revisions.
• Maintain deliverable registers and submission schedules; flag overdue items.
• Coordinate submissions to clients and external stakeholders; track comments and approvals.
• Check documents for numbering, revisions, naming, formatting, and completeness per standards (ISO 19650).
• Work with authors and Project Managers to resolve documentation issues before submission.
• Maintain electronic folder structures; ensure retrievability and project close-out archiving.
• Prepare document status reports and support proposal/tender documentation.

Skills

Document control

Project administration

Multidisciplinary coordination

English & Bahasa Indonesia proficiency

Education

Diploma or Bachelor's degree in Administration/Information Management

Tools

Microsoft 365/SharePoint

EDMS

ISO 19650 knowledge

Job description

We are looking for someone who is structured, meticulous, proactive, and service-oriented, but who is also comfortable following up firmly with project teams when information or deliverables are outstanding.

The ideal candidate does not simply store documents. They understand the flow of project information and help ensure that the right document, with the right revision and status, reaches the right people at the right time.

What will you do

The Document Controller is responsible for managing, organizing, tracking, and maintaining project and team documentation within the Climate Resilience (CR) Team in Indonesia. The role ensures that project documents, technical deliverables, correspondence, and other controlled information are properly recorded, distributed, stored, and retrievable throughout the project lifecycle.

The position will support Project Managers and technical teams in maintaining an efficient and consistent document management system, particularly for multidisciplinary engineering and consultancy projects.

• Maintain the project document control system and registers (numbers, titles, revisions, status, owners), ensuring the team always has the latest approved versions.
• Register, track, distribute, and archive incoming and outgoing project documents, keeping records of superseded revisions.
• Maintain deliverable registers and submission schedules, and flag upcoming or overdue submissions to Project Managers.
• Coordinate submissions to clients and external stakeholders, tracking comments, approvals, and resubmissions.
• Check documents before issuance for numbering, revisions, naming, formatting, and completeness, in line with standards such as ISO 19650.
• Work with technical authors and Project Managers to resolve documentation issues before submission.
• Maintain consistent electronic folder structures, ensure documents are retrievable, and support project close-out archiving.
• Prepare document status reports, assist with report compilation, and support proposal and tender documentation.

Where you will work

You will be based in our office in South Jakarta, Indonesia, as part of the Climate Resilience Team. You will work closely with Project Managers, Project Controllers and project support staff, engineers and technical specialists, proposal teams, and other disciplines involved in multidisciplinary projects.

What you bring

• Diploma or Bachelor's degree in Administration, Information Management, or a related field, with equivalent practical experience considered.
• Preferably 2-5 years of experience in document control, project administration, engineering consultancy, construction, infrastructure, or a similar project-based environment.
• Experience handling engineering or multidisciplinary project documentation is an advantage.
• Familiarity with Microsoft 365, particularly SharePoint, Teams, Word, Excel, and Outlook.
• Advanced proficiency in Microsoft Word, including styles, table of contents, cross-references, and document templates.
• Working knowledge of information management standards, such as ISO 19650, including document identification and numbering, status and revision codes, and the use of a Common Data Environment (CDE).
• Experience with Electronic Document Management Systems (EDMS) is an advantage.
• Strong written and spoken English and Bahasa Indonesia, with proofreading skills for technical reports and correspondence.

Key Competencies

• Highly organized and detail-oriented.
• Strong document tracking and information-management skills.
• Able to manage multiple projects, documents, revisions, and deadlines simultaneously.
• Proactive in following up outstanding documents and submissions.
• Good communication and coordination skills.
• Comfortable working with technical professionals and multidisciplinary project teams.
• Strong sense of ownership and accuracy.
• Able to handle project information with appropriate confidentiality and discipline.

What we offer you

• The opportunity to work on impactful climate resilience projects with international colleagues.
• A collaborative, inclusive, and supportive team culture.
• Learning and development opportunities, including training and career growth within a global consultancy.
• A flexible and professional working environment in South Jakarta.

The application process then consists of 1-2 interviews. Are we all enthusiastic after this? Then you will receive an offer from us, and we will be happy to welcome you on board!

We are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered. Regardless of your experience, background, age, gender, or other personal characteristics—you are welcome here. Read more about our ED&I initiatives on our dedicated webpage.