Document Controller

Allied Advantage; Alor Merah; On-site; MYR 30,000 - 50,000; Full time

Job summary

A reputable firm in Kedah is seeking a Document Controller to manage and maintain both electronic and physical documents. The ideal candidate should have proven experience in document control, well-versed in MS Office and MS Excel, and able to efficiently maintain compliance with quality management systems. Responsibilities include typing contracts, archiving files, and reviewing technical documents. The role requires strong attention to detail and effective communication skills.

Qualifications

• Proven work experience as a Document Controller or similar role.
• Hands-on experience with MS Office and MS Excel.

Responsibilities

• Manage documents and records ensuring reliability and compliance.
• Type contracts and archive files for accessibility.
• Review and update technical documents based on production flow.
• Support procedures for maintaining transparent and traceable documents.
• Copy, scan, and store documents securely and organize files.
• Withdraw obsolete documents and dispose of them properly.
• Distribute documents to internal teams as per procedures.
• Coordinate with production on product quality matters.
• Communicate with all parties via emails and reminders.
• Support during audits or inspections as needed.
• Prepare ad-hoc reports related to projects.

Skills

Experience with document management systems

Attention to detail

Communication skills

Time management

Tools

MS Office

MS Excel

Job description

Managing and maintaining all documents and records in both electronic and physical formats systematically and updated, ensuring reliability, integrity and compliance with established procedures and standards follow Quality Management System (QMS) and Environmental Management System (EMS).

Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. To be successful in this role, you should have previous experience reviewing technical documents along with the ability to spot errors.

Review and update technical documents (e.g. manuals and workflows) based on the actual production flow

Ultimately, you’ll support our procedures maintaining transparent, up-to-date and easily traceable documents.

Copy, scan and store documents (scan and upload paper documents and organize them on a secure server)

Ensure all obsolete controlled documents are withdrawn from any accessible means and being disposed of properly

Distribute related control copies / changes copies to internal teams follow the procedures

Coordinate with production department on any product quality matters

Generates and submission of emails, reminder letters to ensure smooth communication with all parties.

Support back office during audit or external inspection.

All other duties as assigned by the project manager

Issues and control issues and control all documentation for review, approval, and use of the project personnel.

Prepare ad-hoc reports on projects as needed. Performs other related duties as assigned.

Requirements and skills

Proven work experience as a Document Controller or similar role

Hands-on experience with MS Office and MS Excel

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Responsibilities

• Manage and maintain all documents and records in electronic and physical formats, ensuring reliability, integrity and compliance with QMS and EMS.
• Type contracts, archive files and ensure team members have access to necessary documentation.
• Review and update technical documents (manuals, workflows) based on actual production flow.
• Support procedures to maintain transparent, up-to-date, and easily traceable documents.
• Copy, scan and store documents on a secure server; organize digital files.
• Withdraw obsolete controlled documents and dispose of them properly.
• Distribute control copies and change copies to internal teams following procedures.
• Coordinate with the production department on product quality matters.
• Communicate via emails and reminder letters to ensure smooth communication with all parties.
• Support back office during audits or external inspections.
• Perform other duties as assigned by the project manager.
• Prepare ad-hoc project reports as needed.

Qualifications

• Proven work experience as a Document Controller or similar role.
• Hands-on experience with MS Office and MS Excel.