Document Controller

DFINITI; Kampung Baru Ulu Tiram; On-site; MYR 45,000 - 78,000; Full time

Job summary

DFINITI is seeking a qualified Document Controller to manage engineering, project, and quality documentation. The role involves receiving, registering, distributing, and tracking documents across departments and clients, while maintaining revision status and EDMS records.

Responsibilities include preparing transmittals, MDLs, and transmittal logs, coordinating with Engineering, QA/QC, and Procurement, and ensuring confidentiality and traceability of records in line with ISO 9001 and other

Qualifications

• Diploma or Bachelor's degree preferred in Engineering or related field.
• Experience in document control within Oil & Gas, Engineering, or Industrial equipment sectors is advantageous.
• Familiarity with document control systems and revision control practices.
• Proficiency in MS Office; SharePoint or EDMS experience is a plus.

Responsibilities

• Maintain and control all engineering, project, and quality documentation, ensuring accuracy, completeness, and compliance with company procedures.
• Receive, register, distribute, and track incoming and outgoing documents including drawings, specifications, data sheets, and correspondence.
• Manage document numbering, revision status, and version control across all departments in line with the company's Document Control Procedure.
• Ensure timely circulation of documents to relevant stakeholders and maintain transmittal records.
• Coordinate with Engineering, QA/QC, and Procurement teams to compile technical submittals and quality documentation packages.
• Maintain electronic and hard-copy filing systems (e.g., EDMS/SharePoint) ensuring easy retrieval and confidentiality of records.
• Track document approval status and follow up with concerned departments to close out pending reviews and comments within schedule.
• Prepare and update document control registers, master document lists, and transmittal logs for ongoing projects.
• Support compilation of as-built documentation, test reports, calibration certificates, and IOM manuals at project close-out.
• Assist in preparing documents for audits, ensuring records are complete and traceable.
• Ensure adherence to client-specific document control requirements and applicable industry standards (ISO 9001, IEC, ATEX).
• Archive completed project documentation as per retention policy and retrieve historical records as required.

Skills

Organizational skills

Attention to detail

Communication skills

Discretion

Education

Bachelor's degree in Engineering or Business Administration

Tools

EDMS

SharePoint

MS Office (Excel/Word)

Job description

Maintain and control all engineering, project, and quality documentation, ensuring accuracy, completeness, and compliance with company procedures.

Receive, register, distribute, and track incoming and outgoing documents including drawings, specifications, data sheets, and correspondence.

Manage document numbering, revision status, and version control across all departments in line with the company's Document Control Procedure.

Ensure timely circulation of documents to relevant stakeholders (internal teams, clients, sub-vendors) and maintain transmittal records.

Coordinate with Engineering, QA/QC, and Procurement teams to compile technical submittals, project dossiers, and quality documentation packages.

Maintain electronic and hard-copy filing systems (e.g., EDMS/SharePoint) ensuring easy retrieval and confidentiality of records.

Track document approval status and follow up with concerned departments to close out pending reviews and comments within schedule.

Prepare and update document control registers, master document lists (MDL), and transmittal logs for ongoing projects.

Support compilation of as-built documentation, test reports, calibration certificates, and IOM manuals at project close-out.

Assist in preparing documents for internal and external audits, ensuring records are complete and readily traceable.

Ensure adherence to client-specific document control requirements and applicable industry standards (ISO 9001, IEC, ATEX, etc.).

Archive completed project documentation as per company retention policy and retrieve historical records as required.

REQUIREMENTS:

Diploma or Bachelor's degree in Engineering, Business Administration, or a related field.

1-3 years of experience as a Document Controller, preferably in the Oil & Gas, Engineering, or Industrial equipment sector.

Familiarity with document control systems (EDMS), numbering conventions, and revision control practices.

Working knowledge of engineering document types (drawings, datasheets, specifications, MOMs, transmittals).

Proficiency in MS Office (especially Excel and Word); experience with SharePoint or similar EDMS platforms is an advantage.

Strong organizational skills with keen attention to detail and accuracy.

Good communication and follow-up skills to coordinate across multiple departments and external parties.

Ability to handle confidential information with discretion and maintain document integrity.