Document Controller

Wah Loon Engineering Pte Ltd; Cyberjaya; On-site; MYR 47,000 - 76,000; Full time

Job summary

Wah Loon Engineering Pte Ltd seeks a diligent Document Controller to establish and manage project document controls at site or headquarters in Malaysia. You will handle submissions, revisions, and archiving using EDMS such as Aconex, Procore or SharePoint, ensuring accuracy and compliance with ISO 9001 standards.

You will work with consultants, clients, subcontractors and internal teams to maintain up-to-date records, support project administration, and assist in handover and close-out

Qualifications

• Diploma or degree in a related discipline.
• Minimum 3 years of document controller experience in construction/engineering.
• Familiar with construction docs, drawings, and project correspondence.
• Proficient with EDMS and MS Office.

Responsibilities

• Establish, implement and maintain document control procedures.
• Manage receipt, registration, distribution, filing and archiving of project documents.
• Ensure all documents are recorded and updated within the DMS.
• Monitor revisions and circulate only latest approved versions.
• Coordinate with consultants, clients, subcontractors, and internal teams on submissions and approvals.
• Prepare document transmittals and track status and revision history.
• Perform quality checks for completeness, accuracy and compliance.
• Maintain document register and periodic status reports.
• Ensure proper storage and confidentiality of records per policies.
• Support project administration and handover documentation.
• Assist in close-out documents and perform other duties as needed.

Skills

Documentation management

Attention to detail

Communication

Teamwork & independence

English proficiency

Education

Diploma or Degree in Business Administration/Engineering/Construction Management

Tools

Aconex

Procore

Autodesk Construction Cloud

SharePoint

Job description

• Establish, implement, and maintain document control procedures in accordance with company and project requirements.
• Manage the receipt, registration, distribution, tracking, filing, and archiving of all project documents, including drawings, technical submissions, RFIs, method statements, reports, contracts, and correspondence.
• Ensure all incoming and outgoing project documents are properly recorded and maintained within the document management system.
• Monitor document revisions and ensure only the latest approved versions are circulated to relevant stakeholders.
• Coordinate with consultants, clients, subcontractors, suppliers, and internal project teams on document submissions and approvals.
• Prepare document transmittals and maintain accurate records of document status and revision history.
• Perform quality checks on documents prior to submission to ensure completeness, accuracy, and compliance with project requirements.
• Maintain an updated document register and generate periodic reports on document status, outstanding submissions, and approvals.
• Ensure proper storage, retrieval, and archiving of project records in accordance with company policies and statutory requirements.
• Support project administration activities and provide document control assistance to site and project management teams.
• Assist in preparing project handover documentation, as-built records, and close-out documents.
• Perform any other duties assigned by Management from time to time.

Job Requirements:

• Diploma or Degree in Business Administration, Engineering, Construction Management, or a related discipline.
• Minimum 3 years of relevant experience as a Document Controller in the construction, engineering, or infrastructure industry.
• Familiarity with construction documentation, drawings, technical submissions, contracts, and project correspondence.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Experience with Electronic Document Management Systems (EDMS) such as Aconex, Procore, Autodesk Construction Cloud, SharePoint, or similar platforms will be an added advantage.
• Strong organizational skills with a high level of accuracy and attention to detail.
• Ability to manage multiple tasks and meet tight project deadlines.
• Good communication and interpersonal skills to liaise effectively with project stakeholders.
• Able to work independently as well as collaboratively within a project team environment.
• Proficient in written and spoken English; proficiency in Bahasa Malaysia will be an added advantage.
• Willing to be based at project site or headquarters as required.
• Strong document management and record-keeping capabilities.
• Knowledge of ISO 9001 Quality Management Systems is an advantage.
• Ability to maintain confidentiality of project and company information.
• Proactive, responsible, and able to work under pressure in a fast-paced construction environment.