Document Controller

Chin Hin Construction Engineering Sdn. Bhd.; Kuala Lumpur; On-site; MYR 33,000 - 56,000; Full time

Job summary

Chin Hin Construction Engineering Sdn. Bhd. in Kuala Lumpur is seeking a diligent Document Controller/Project Administrator to support the Project Team with meticulous handling of drawings, submissions and compliance documents.

You will register, track and file documents, coordinate with Project Engineers, suppliers, and subcontractors, and ensure timely submission and revision updates for site inspections and handovers.

Qualifications

• Certificate, Diploma or Degree in Business Administration, Office Management, Engineering, Construction, Information Technology, or related field.
• 1–3 years of working experience in document control, project administration, or related role.
• Experience in ICT, ELV, AV, Security Systems, M&E, construction, or building projects is preferred.

Responsibilities

• Assist in managing and maintaining project documents, drawings, submissions, reports, and correspondence.
• Register and record incoming and outgoing project documents.
• Maintain and update document registers, drawing registers, submission trackers, and project filing records.
• Assist in preparing, compiling, and submitting project documents such as shop drawings, material submissions, technical data sheets, method statements, RFI, technical submissions, as-built drawings, O&M manuals, and project handover documents.
• Ensure documents and drawings are properly numbered and filed according to the latest revision.
• Distribute approved drawings and documents to the relevant Project Engineers and Site Teams.
• Follow up with Project Engineers, Suppliers, Subcontractors, Consultants, and Main Contractors on outstanding documents and submissions.
• Update submission status, approval status, consultant comments, and document revisions.
• Maintain proper softcopy and hardcopy project filing.
• Assist in compiling product datasheets, catalogues, certificates, and technical supporting documents for submission.
• Assist the Project Team in documentation required for site inspections, testing & commissioning, meetings, and project handover.
• Assist in compiling final project documentation upon project completion.
• Perform general administrative and documentation duties for the Project Department.
• Carry out other related duties assigned by the Project Manager or Management.

Skills

Document control

Attention to detail

Communication skills

Education

Certificate/ Diploma/ Degree in Admin/ Engineering/ IT

Tools

Microsoft Word

Excel

Outlook

Adobe Acrobat/PDF

Job description

Assist in managing and maintaining project documents, drawings, submissions, reports, and correspondence.

Register and record incoming and outgoing project documents.

Maintain and update document registers, drawing registers, submission trackers, and project filing records.

Assist in preparing, compiling, and submitting project documents such as:

• Shop Drawings
• Material Submissions
• Technical Data Sheets
• Method Statements
• Request for Information (RFI)
• Technical Submissions
• As-Built Drawings
• Operation & Maintenance Manuals
• Project Handover Documents

Ensure documents and drawings are properly numbered and filed according to the latest revision.

Distribute approved drawings and documents to the relevant Project Engineers and Site Teams.

Follow up with Project Engineers, Suppliers, Subcontractors, Consultants, and Main Contractors on outstanding documents and submissions.

Update submission status, approval status, consultant comments, and document revisions.

Maintain proper softcopy and hardcopy project filing.

Assist in compiling product datasheets, catalogues, certificates, and technical supporting documents for submission.

Assist the Project Team in documentation required for site inspections, testing & commissioning, meetings, and project handover.

Assist in compiling final project documentation upon project completion.

Perform general administrative and documentation duties for the Project Department.

Carry out other related duties assigned by the Project Manager or Management.

JOB REQUIREMENTS

Certificate, Diploma, or Degree in Business Administration, Office Management, Engineering, Construction, Information Technology, or related field.

Minimum 1–3 years of working experience in document control, project administration, project coordination, or a related position.

Experience in ICT, ELV, Audio Visual (AV), Security Systems, M&E, construction, or building projects is preferred.

Candidates with experience handling documents for systems such as CCTV, Access Control, Network/ICT, PA System, AV System, Structured Cabling, Fibre Optic, SMATV, or other ELV systems will have an added advantage.

Basic understanding of technical drawings, project submissions, datasheets, and document revisions is preferred.

Proficient in Microsoft Word, Excel, Outlook, and Adobe Acrobat/PDF.

Able to maintain proper document filing and tracking systems.

Good attention to detail and accuracy.

Able to follow up on outstanding documents and meet project submission deadlines.

Good communication skills in English and Bahasa Malaysia.

Able to work closely with Project Managers, Engineers, Site Teams, Suppliers, and Subcontractors.