Constructio Document Controller& Site Administrator

China Construction Third Engineering (M) Sdn Bhd; Gurun; On-site; MYR 39,000 - 61,000; Full time

Job summary

China Construction Third Engineering (M) Sdn Bhd is seeking a Document Controller cum Site Administrator to manage the project document control process on a Malaysia construction site.

You will oversee drawing control, submissions, registers, and archiving, while supporting site administration and coordination with clients, consultants and subcontractors.

Candidates should have a diploma or higher in relevant fields, at least 3 years' experience, and be fluent in English and Mandarin.

Qualifications

• Diploma or above in Engineering Management, Civil Engineering, Construction, Building, Records/Document Management, or English.
• Minimum 3 years of experience in document control or project administration on building or EPC projects.
• Strong understanding of document control, revision numbering and submission status.
• Proficient in MS Word, Excel, PowerPoint and PDF; experience with project registers is preferred.
• Fluent in Mandarin/Chinese and able to communicate with Chinese-speaking project personnel.
• Willing to be stationed at the project site in Malaysia.

Responsibilities

• Coordinate and manage the flow of project documents including drawings, RFIs, method statements and handover documents.
• Establish and maintain document registers and trackers for RFI, drawing transmittals, NCRs and approvals.
• Ensure only the latest approved drawings are available at site and manage revision control.
• Liaise with Client, Consultant, Designer, Superintending Officer, Main Contractor, Subcontractors and Suppliers.
• Support QA/QC, Technical, Construction and Commercial teams with document submissions and reminders.
• Prepare and archive meeting minutes and important project correspondence.
• Assist with site office administration and daily coordination including foreign workers' accommodations.

Skills

Document control

Site administration

Mandarin

English

Microsoft Excel

Filing & archiving

Education

Diploma or higher in Engineering/Construction

Tools

MS Word

MS Excel

PowerPoint

PDF

Job description

Key responsibilities

The Document Controller cum Site Administrator manages the entire project document control process, including receiving, registering, numbering, distributing, circulating, tracking, filing and archiving project documents, drawings and technical information. This role establishes and maintains an effective project document control system and supports site administration functions on a construction project site in Malaysia.

Manage and control project documents including construction drawings, design changes, technical submissions, RFI, method statements, material submissions, sample submissions, inspection requests, test reports, meeting minutes, official correspondence, NCR and corrective action documents, as-built drawings and handover documents

Establish and maintain various project registers and trackers including drawing transmittal register, RFI register, method statement submission register, material and equipment submission register, inspection and test report register, NCR close-out register, design change register, correspondence register, and handover document register

Strictly implement document revision and version control, ensuring only the latest approved and valid drawings and technical documents are available for site use, and promptly withdraw or replace superseded documents

Coordinate the receipt, submission and tracking of technical documents between the project team and the Client, Consultant, Designer, Superintending Officer, Main Contractor, Subcontractors and Suppliers

Support the Technical, QA/QC, Construction and Commercial teams in document submissions and approvals, monitoring submission status and providing timely reminders for overdue documents

Classify, organize, review and maintain technical and project records including correspondence, forms, reports and project documentation

Prepare, register, distribute and archive project meeting minutes, technical meeting documents and important project correspondence

Collect, organize and maintain project quality and construction records including material certificates, inspection reports, test reports and inspection/approval documents

Assist in the collection, organization and filing of documents required for local Malaysian approvals and statutory compliance including CIDB, DOSH/JKKP, BOMBA and local authorities

Prepare, organize, check and compile final project documentation including as-built drawings, equipment documentation, operation and maintenance manuals, test reports, certificates, inspection records and handover documents

Manage both electronic and hard-copy project records, establishing proper folder structure, filing system and backup mechanism

Assist with site office administration and general office support including document filing and day-to-day administrative coordination

Assist in the daily management of foreign workers' accommodation, including room allocation, maintenance records and accommodation arrangements

About you

Diploma or above in Engineering Management, Civil Engineering, Construction, Building, Records/Document Management, English or other relevant disciplines

Minimum 3 years of experience in document control, project administration or document management within building construction, industrial projects or EPC projects

Good understanding of document control procedures in construction and EPC projects, with the ability to independently establish and maintain a project document control system

Familiar with common construction and engineering documents and their submission processes including RFI, Method Statement, Material Submission, Shop Drawing, Inspection Request, Test Report, NCR and As-Built Drawing

Strong understanding of document numbering, revision control and submission/approval status

Proficient in Microsoft Word, Excel, PowerPoint and PDF, with strong Excel skills and experience in maintaining project registers and trackers highly preferred

Good written and spoken English, able to understand and prepare common English engineering documents, emails, drawing titles and submission forms

Fluent in Mandarin/Chinese and able to communicate effectively in Chinese with Chinese-speaking project personnel

Detail-oriented, responsible and highly organized, with strong awareness of deadlines and confidentiality

Strong communication and coordination skills, proactive in following up with Technical, Construction, QA/QC, Commercial and other departments on document status and close-out

Willing to be stationed at the project site in Malaysia and comply with project/site management requirements

China Construction Third Engineering (M) Sdn Bhd (CCTE) is a wholly-owned subsidiary of China Construction Third Engineering Bureau Co., Ltd.(CCTEB) in Malaysia. CCTEB is an important wholly owned subsidiary of China State Construction Engineering Corporation (No.24 among the \"Fortune Global 500\"), at the same time CCTEB itself reached criteria and scale of the \"Fortune Global 500\" in 2017.

China Construction Third Engineering (M) Sdn Bhd (CCTE) is a wholly-owned subsidiary of China Construction Third Engineering Bureau Co., Ltd.(CCTEB) in Malaysia. CCTEB is an important wholly owned subsidiary of China State Construction Engineering Corporation (No.24 among the \"Fortune Global 500\"), at the same time CCTEB itself reached criteria and scale of the \"Fortune Global 500\" in 2017.