Document Controller

RED Engineering Design; Kuala Lumpur; On-site; MYR 67,000 - 112,000; Full time

Job summary

RED Engineering Design is expanding as an international MEP consultancy seeking an experienced Document Controller to join our Kuala Lumpur office. This client-facing role leads document control for projects from concept to delivery, mentoring junior staff and strengthening our APAC presence.

You will manage filing and control logs, coordinate document workflows, and ensure accurate routine reporting and compliance with QA procedures. Strong MS Office skills and portal experience are essential.

Qualifications

• Previous Document Control experience is essential.
• Experience in construction or building services desirable.
• Proficient with MS Office (Outlook, Word, Excel).
• Familiar with document management systems or practice
• Ability to prioritise own workload and meet deadlines.

Responsibilities

• Provide support to engineering staff via accurate filing and document management of drawings and project documents.
• Coordinate all activities related to document control procedures, including technical documents and commercial correspondence.
• Input document data into standard registers ensuring accuracy and up-to-date information.
• Distribute controlled copies of latest documents to staff, subcontractors and suppliers as applicable.
• Maintain project file logs and document production schedules.
• Manage and file document receipts and distribution lists per naming/numbering conventions.
• Ensure compliance with project document control procedures across the team.
• Check emails for incoming/outgoing documents and record/document accordingly.
• Prepare and issue transmittal sheets and upload documents via email/FTP/Box to front office or client.

Skills

Highly organized

Attention to detail

Prioritisation

Deadline-driven

Teamwork

Tools

MS Office (Outlook, Word, Excel)

CAD basics

Online document portals

BIW/Connect/Buzzsaw

Job description

RED is an expanding international MEP consultancy with a proven track record in low-energy, sustainable building services design. We focus on delivering intelligent, high-performance design solutions for our clients across a range of sectors, including mission-critical, commercial, hospitality, and mixed-use developments.

We are now seeking an experienced Document Controller to join our KL office. This is a key client-facing role responsible for leading projects of varying sizes from concept through to delivery. You'll help shape innovative engineering solutions, mentor junior team members, and strengthen our presence in the APAC region.

Job Descriptions

• Providing support to engineering staff via the accurate filing and document management of drawings and other project related documents and maintain efficient document control systems in line with QA procedures.
• Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence
• Input document data into standard registers ensuring that the information is accurate and up to date
• Make sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable
• Maintain the files and control logs as required by the project
• Organize, manage and file document receipts and distribution lists, project documents and drawings in conjunction with project and corporate naming and numbering procedure
• Maintain accurate registers and actions lists
• Ensure team compliance with project document control and project document numbering procedures
• Check all emails (incoming/outgoing) documents – For Incoming or Download documents via (email/FTP/Box ), Print emails with downloaded documents (mark-ups/comments), save the downloaded Electronic Documents to their designated folders, Record the incoming documents
• For Outgoing Documents: Check the documents (Revisions, Revision Clouds, versions, etc..), Request for preparation of Zip, PDFs, DWF to the CAD Section (if drawings), Prepares the Transmittal Sheet, issue/upload documents via (email/FTP/Box) to Front office or client, Record the Issued drawings, Update the Project Document Production Schedule
• Check BIW channel or other document portal, Download information from portal, Prepare the Report for the downloaded Information from portal, Update Information Required Schedule, Update Design Programme (if there is available information)
• Maintain and organise hard copy documents in “blue folder” system, together with hard and soft copy filing of drawings, or other project related documents
• Scan documentation and liaise with external reprographics company
• Formatting, printing and binding of documents for issue
• Archive, retrieve and store documentation adhering to company standards and policies
• Check that all information complies with specified company formats, templates and standards
• Assist with quality checks and audits of document databases, identifying and correcting any anomalies
• Assist with the coordination of document management across the whole project including policies, protocols and practice

Experience/Qualifications

• Previous Document Control experience is essential
• Previous experience working within the construction or building services industry desirable
• Good knowledge of MS office outlook, word and excel
• Ability to project/practice management systems or software
• Ability to prioritise own workload
• Highly organised in maintaining project files and keeping a calendar schedule in ms outlook
• Ability to keep clear and accurate records and reports
• Ability to work to deadlines
• Experienced in all types of document filing and management (eg images, document minutes, specifications, etc)
• Ability to work well either alone or as part of a team
• Excellent attention to detail
• Act in an ethical manner and follows the principles of the ethics charter and ethics in practice guidelines
• Knowledge of cad - to open and perform basic editing (for example a drawing no. Or revision)
• Highly proficient in the use of online document portals, biw, connect, buzzsaw or equivalents