DOCUMENT CONTROLLER

Sapura Industrial; Bandar Baru Bangi; On-site; MYR 30,000 - 45,000; Full time

Job summary

A leading document management company in Malaysia is seeking a Document Controller to ensure consistency in documentation across all departments. This role involves implementing document control processes, managing documents in electronic and paper formats, and ensuring compliance with ISO standards. The ideal candidate should have a diploma in Business Administration, strong communication skills, and at least one year of relevant experience. This position offers an opportunity to contribute to a systematic document management environment.

Qualifications

• Minimum one year in a related field.
• Completed ISO training in the manufacturing industry.

Responsibilities

• Ensure Document Management consistency across all departments.
• Implement and maintain document control processes.
• Manage flows of documents in electronic form or on paper.
• Support ISO requirements and document processes.

Skills

Detail oriented

Organizational skills

Strong communication skills

Ability to prioritize tasks

Initiative to learn

Education

SPM / Diploma in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

PRIMARY FUNCTION (MAIN JOB RESPONSIBILITIES):

a) To act as the Document Controller to ensure Document Management consistency across all departments, maintaining control and traceability of the documentation.

b) Implement and maintain document control processes and procedures.

c) Assist with communication during external audits.

d) Manage all flows of documents either in electronic form or on paper support.

e) Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving).

f) Maintain and manage electronic and hardcopy documents as required.

g) Process incoming documentation (registration in the DMS, internal distribution, archiving).

h) Process outgoing documentation (transmit to customers and suppliers / third parties).

i) Make sure that controlled copies of latest approved documents and drawings are distributed internally and externally.

j) Ensure control and coordination of documentation and data.

k) Ensure all drawings / documentation are correctly identified, distributed and filed/stored.

l) Create document filing and organizing systems that are both effective and efficient.

m) Train employees in company controlled document processes to ensure correct handling of documents from the ground up.

n) Support and complied with ISO 9001:2015, IATF 16949:2016, ISO 14001:2015 and ISO 45001:2018 requirements by providing supporting data, effective implementation of the goal set to ensure the KPI sets are met.

o) To assist & participate in any improvement activities throughout the organization.

p) Undertake any other ad-hoc duties as assigned.

Subordinate directly report to:

Authority:

• To updates and control procedures documents and forms
• To take charge of all document identification, classification and filing.

Qualification requirements:

• SPM / Diploma in Business Administration or equivalent.
• Completed awareness training in ISO 9001:2015, IATF 16949:2016, ISO 14001:2015 and ISO 45001:2018 requirements in manufacturing industry.

Working experience requirement:

Minimum one (1) year in related field.

Advance with computer knowledge such as Microsoft Word, Excel and PowerPoint

Experience in ISO documentations and procedures.

Organization knowledge requirements:

• Must have the knowledge to organize and manage documents systematically
• Must have the knowledge of ISO 9001:2015, IATF 16949:2016, ISO 14001:2015 and ISO 45001:2018 requirements in manufacturing industry particularly in Document Management System.
• Must have the knowledge to create flow charts, forms through various reports and data.

Detail oriented and meticulous work ethic.

Extremely organized and efficient.

Proven skill for creating and implementing controlled document processes.

Strong oral and written communication skills.

Proclivity for catching error and enacting appropriate changes.

Ability to prioritize and delegate tasks.

Ability to work on own initiative with minimal supervision.

Have initiative to learn, challenge and work under pressure.

Always stay positive, diplomatic and discreet.

An organized and thorough approach to work.

Analytical ability and strong interpersonal skills.

Ability to communicate well with other departments and personnel.

Self‑motivation person as an initiative geared toward personal growth and teamwork.