Project Document Control

PT OTA INDONESIA; Klaten; On-site; IDR 66,960,000 - 111,600,000; Full time

Job summary

OTAZEN seeks a Project Document Control professional to manage the full lifecycle of project documents for furniture manufacturing and interior fit-out projects, ensuring accurate version control and accessible records.

You will log, distribute, and track drawings, specifications, and contracts; maintain filing systems, coordinate with engineers and site managers, and input data into Odoo ERP to support audits and timely project delivery.

Qualifications

• Minimum D3/S1 in Civil Engineering, Architecture, Industrial Engineering, Administration, or a related field.
• 1–3 years of experience in document control, preferably in construction, interior fit-out, or furniture manufacturing projects.
• Strong understanding of engineering/technical drawing documentation and project document workflows.
• Highly organized, detail-oriented, and systematic in managing large volumes of documents.
• Proficient in Microsoft Office (especially Excel); familiarity with ERP systems (Odoo) is an added value.
• Good verbal and written communication skills, including in English.

Responsibilities

• Receive, log, and distribute project documents (engineering drawings, shop drawings, material breakdowns, specifications, contracts) to relevant teams in a timely manner.
• Maintain accurate version control of all project documents, ensuring only the latest approved revisions are used in production and on-site.
• Organize and maintain a structured, easily retrievable filing system for all project documentation, both hardcopy and softcopy.
• Track document status (draft, under review, approved, revised) and follow up with relevant teams to close outstanding reviews/approvals.
• Prepare and maintain document transmittal records, submittal logs, and correspondence registers for each project.
• Coordinate with the Drafter, Technical Engineer, Site Manager, and other departments to ensure document accuracy and timely distribution.
• Input and update project document data in the ERP system (Odoo) accurately and consistently.
• Assist in compiling project close‑out documentation, including as-built drawings and handover records.
• Ensure compliance with document control procedures and support internal/external audits with accurate documentation.
• Prepare periodic reports on document status and outstanding items for management.

Skills

Document control

Organizational skills

MS Excel

English communication

Education

D3/S1 in Civil Engineering

Tools

Odoo ERP

Microsoft Excel

Job description

As Project Document Control, you will be responsible for managing the full lifecycle of project documentation — from drawings and specifications to correspondence and site records — ensuring every document is accurately tracked, version-controlled, and accessible to support smooth execution of furniture manufacturing and interior fit-out projects.

Key responsibilities

Receive, log, and distribute project documents (engineering drawings, shop drawings, material breakdowns, specifications, contracts) to relevant teams in a timely manner

Maintain accurate version control of all project documents, ensuring only the latest approved revisions are used in production and on-site

Organize and maintain a structured, easily retrievable filing system for all project documentation, both hardcopy and softcopy

Track document status (draft, under review, approved, revised) and follow up with relevant teams to close outstanding reviews/approvals

Prepare and maintain document transmittal records, submittal logs, and correspondence registers for each project

Coordinate with the Drafter, Technical Engineer, Site Manager, and other departments to ensure document accuracy and timely distribution

Input and update project document data in the ERP system (Odoo) accurately and consistently

Assist in compiling project close‑out documentation, including as-built drawings and handover records

Ensure compliance with document control procedures and support internal/external audits with accurate documentation

Prepare periodic reports on document status and outstanding items for management

About you

Minimum D3/S1 in Civil Engineering, Architecture, Industrial Engineering, Administration, or a related field

Minimum 1–3 years of experience in document control, preferably in construction, interior fit-out, or furniture manufacturing projects

Strong understanding of engineering/technical drawing documentation and project document workflows

Highly organized, detail-oriented, and systematic in managing large volumes of documents

Proficient in Microsoft Office (especially Excel); familiarity with ERP systems (Odoo) is an added value

Good verbal and written communication skills, including in English

Able to coordinate effectively across divisions and follow up proactively on outstanding documents

Able to maintain confidentiality and accuracy in handling project documentation

Manufacturing, Transport & Logistics 101-1,000 employees

Company

OTAZEN, founded in the early nineties, has become one of the leading companies in the furniture industry. OTAZEN produces quality furniture for many companies from different countries, reaching five continents.

OTAZEN, is always led by a founding team that has experienced a gradual increase in activity, positioning itself as a leader in the furniture industry for various sectors such as hotels, domestic and contracts.

OTAZEN have own production facilities provided with advanced woodworking technology. We don't depend on external companies to produce furniture, we are entirely independent and self-sufficient.

The production process follows European quality standards, through a professional and industrialized system, while respecting regional specialties.

OTAZEN is audited every year by the most demanding external international certifiers, crediting the full guarantee of our systems and products.

The FSC, COC and SVLK certificates, obtained and renewed annually, describe us as a company actively involved in the concept of sustainability, concerned about the care of the environment of raw materials and respect for the environment.

OTAZEN create and implement global, effective and innovate solutions, that contribute to the business developments of our clients. We have the ability to personalise attention worldwide

We are our most demanding customer, we demand our the best in every project.