Document Controller

Lianson Fleet Group Berhad; Kuala Lumpur; On-site; MYR 39,000 - 73,000; Full time

Job summary

Lianson Fleet Group Berhad is seeking a meticulous Document Controller to manage company documents, records, and work permit administration in a marine/offshore setting in Malaysia. You will maintain document control, ensure ISO and maritime compliance, and coordinate Viet Nam work permits where required.

The role requires 2–3 years in document control or related fields, strong organizational skills, and proficiency with Microsoft Office and SharePoint.

Qualifications

• Diploma or Degree in Business Administration, Information Management, Maritime Studies, Quality Management, or related discipline.
• Minimum 2–3 years' experience in Document Control, Administration, Quality Management, Marine, Offshore, Shipping, or Vessel Management environments (preferred).
• Microsoft Office Suite
• SharePoint
• Document Management Systems
• Knowledge of ISO Management Systems and maritime industry documentation practices is an advantage.
• Strong organizational and record-keeping skills and attention to details.

Responsibilities

• Document Control: manage manuals, procedures, forms, work instructions, and records.
• Control document revisions, approvals, distribution, and archiving.
• Ensure only the latest approved documents are available for use.
• Maintain the Master Document Register and document tracking system.
• Process and coordinate document changes and approval workflows.
• Upload, update, and manage documents within SharePoint and document management systems.
• Coordinate periodic document reviews with document owners.
• Support internal and external audits, client inspections, and certification processes.
• Ensure document confidentiality, traceability, and compliance with company standards.
• Coordinate Vietnam work permit and visa applications for employees and vessel personnel.
• Liaise with agents, authorities, employees, and stakeholders to ensure timely approvals and renewals.
• Track permit and visa validity to ensure full compliance.
• Maintain accurate records and provide regular status updates on applications, approvals, renewals, and expiries.

Skills

MS Office

SharePoint

Document Management

ISO knowledge

AI applications

Education

Diploma/Degree in Business Admin

Tools

SharePoint

Document Management Systems

Job description

We are looking for a highly organized and detail-oriented Document Controller to manage company documents, records, and work permit administration in a fast-paced marine and offshore environment. The role is critical in ensuring all documentation remains accurate, up-to-date, compliant, and readily accessible across the organization.

Key Responsibilities

Document Control

• Manage and maintain company manuals, procedures, forms, work instructions, and records.
• Control document revisions, approvals, distribution, and archiving.
• Ensure only the latest approved documents are available for use.
• Maintain the Master Document Register and document tracking system.
• Process and coordinate document changes and approval workflows.
• Upload, update, and manage documents within SharePoint and document management systems.
• Coordinate periodic document reviews with document owners.
• Support internal audits, external audits, client inspections, and certification processes.
• Ensure document confidentiality, traceability, and compliance with company standards.
• Coordinate and monitor Vietnam work permit and visa applications for employees and vessel personnel.
• Liaise with agents, authorities, employees, and stakeholders to ensure timely approvals and renewals.
• Track permit and visa validity to ensure full compliance with local regulations.
• Maintain accurate records and provide regular status updates on applications, approvals, renewals, and expiries.

QHSE Compliance

• Support compliance with ISO, ISM Code, ISPS Code, MLC, and company management systems.
• Ensure document control activities meet regulatory and certification requirements.Assist in continuous improvement initiatives and compliance reporting.

Requirements

• Diploma or Degree in Business Administration, Information Management, Maritime Studies, Quality Management, or related discipline.
• Minimum 2–3 years' experience in Document Control, Administration, Quality Management, Marine, Offshore, Shipping, or Vessel Management environments (preferred)
• Microsoft Office Suite
• Any AI applications
• SharePoint
• Document Management Systems
• Knowledge of ISO Management Systems and maritime industry documentation practices is an advantage.
• Strong organizational and record-keeping skills and attention to details.

About us

Lianson Fleet Group Berhad is a leading player in the Oil & Gas industry, with a strong presence in Malaysia and the surrounding region. Our mission is to deliver safe, reliable and efficient offshore and onshore operations, supported by a highly skilled and dedicated workforce. We are committed to innovation, sustainability and providing value to our customers and stakeholders.