Document Controller

DayOne; Johor; On-site; MYR 100,000 - 150,000; Full time

Job summary

An established industry player is seeking a Document Control Specialist to manage and oversee project documentation. This role is crucial in ensuring that all project documents are organized, accessible, and compliant with established procedures. You will be responsible for setting up projects on the document management system, facilitating communication among project teams, and providing training on document control software. If you are detail-oriented and have a passion for project management, this opportunity offers a chance to make a significant impact within a collaborative environment.

Qualifications

• Experience in managing project documentation and ensuring proper categorization.
• Ability to provide training on document control procedures.

Responsibilities

• Manage all project documentation and ensure smooth information flow.
• Coordinate with teams and provide regular status reports on documentation.

Skills

Document Management

Project Coordination

Communication Skills

Risk Management

Education

Bachelor's Degree in Management or related field

Tools

Document Management Software

Job description

Document Management:

Manage and control all project documentation, including drawings, specifications, contracts, and reports.

Ensure that all documents are properly stored, categorised, and easily accessible.

Maintain document control procedures to ensure the smooth flow of information within the project team.

Risk and mitigation escalation to management for documentation related matters.

Projects and Project Set-up on EDMS:

Set-up new projects on EDMS and host a Documentation Kick-off to onboarded project team which includes the consultants and contractors.

Drive the Project Documentation Closeout process for each project to achieve 100% completion within the defined timelines. Provide regular status reports on project documentation and lead weekly meetings to proactively identify and resolve documentation issues and gaps.

Periodical audit and guidance to ensure that the project team are adhering to the document control process and guidelines.

Communication and Coordination:

Serves as the main point of contact for document-related inquiries within the project team.

Provide training and support to team members on document control procedures and software.

Coordinate with different teams and prepare periodical reports. Update, track and report on various project elements’ progress.

Software and Systems Management:

Utilize document management software and systems to manage and control project documentation.

Ensure that all team members are proficient in the use of document control systems.

Troubleshoot any issues with document control software and systems.