Document Controller

Airswift; Kuala Lumpur; On-site; MYR 85,000 - 115,000; Full time

Job summary

Airswift is seeking a Document Controller in Kuala Lumpur to manage the full project document lifecycle for an oil & gas execution project in Indonesia. The role involves tracking and maintaining project documents, ensuring they meet company and client standards, and supporting engineering and construction phases.

The ideal candidate will have at least 7 years of document control experience and be well-versed in handling multidiscipline project documentation. Strong organization and communication skills are essential for success in this position.

Qualifications

• Minimum 7 years of document control experience in oil & gas, EPC, construction, or industrial projects.
• Minimum 3 years in a senior document control role handling multidiscipline project documentation.
• Prior experience supporting engineering and construction phases on major projects is strongly preferred.

Responsibilities

• Control incoming and outgoing project documents following company procedures.
• Maintain a complete and accurate master document register.
• Ensure latest approved revisions are used by project teams and stakeholders.
• Coordinate closely with project teams to monitor overdue documents.

Skills

Document management

Attention to detail

Communication skills

Education

Diploma or Degree in Business Administration, Engineering, Information Management, Project Administration

Job description

Position summary

An oil & gas engineering company in Kuala Lumpur is hiring a Document Controller to manage the full project document lifecycle for an Indonesia execution project, from engineering deliverables and vendor documents through construction drawings, site procedures, handover dossiers, and final as-built documentation. The role is critical to ensuring that the correct document revision reaches the correct stakeholder at the correct time, with full traceability across engineering, procurement, fabrication, construction, and project close-out.

Role purpose

Control all incoming and outgoing project documents in line with company procedures, client requirements, and project workflows.

Maintain a complete and accurate master document register for engineering, vendor, procurement, construction, QA/QC, commissioning, and as-built records.

Ensure only the latest approved revisions are used by project teams, vendors, subcontractors, and site personnel.

Key responsibilities

• Register, log, classify, and track all project documents, including drawings, calculations, specifications, procedures, reports, data sheets, transmittals, RFIs, method statements, ITPs, inspection records, test packs, and handover dossiers.
• Maintain and continuously update the project master document register and EDMS / DMS metadata, including document number, title, revision, issue status, originator, discipline, and distribution history.
• Control document workflow for engineering deliverables, vendor data, construction documents, and client submissions through review, approval, return comments, re-issue, and close-out cycles. Prepare and issue transmittals for document submissions to clients, vendors, subcontractors, and internal project stakeholders, ensuring full audit trail and traceability.
• Verify document formatting, numbering, revision coding, completeness, and compliance with project document control procedures before release.
• Ensure controlled distribution of IFC, IFA, IFP, IFR, and as-built documents to the relevant parties while preventing use of superseded revisions.
• Coordinate closely with engineering, procurement, expediting, QA/QC, construction, commissioning, and project management teams to monitor overdue documents, comments, approvals, and re submissions.
• Support vendor document control activities, including tracking vendor data requirements, submission schedules, review status, and final data book close-out.
• Manage site document flow such as construction drawings, redline markups, field revisions, RFIs, NCR/CAR support records, test packs, and turnover dossiers.
• Coordinate compilation of final handover dossiers and as-built packages for client turnover and project records archiving.
• Generate regular document control reports showing status, overdue items, approval bottlenecks, and close-out progress for project management.
• Maintain confidentiality, document security, and controlled access to sensitive project information.

Requirements

• Diploma or Degree in Business Administration, Engineering, Information Management, Project Administration, or a related field.
• Minimum 7 years of document control experience in oil & gas, EPC, construction, or industrial projects.
• Minimum 3 years in a senior document control role handling multidiscipline project documentation.
• Prior experience supporting engineering and construction phases on major projects is strongly preferred.