Document Controller

Agensi Pekerjaan Gabriel Hunters Sdn Bhd; Malacca City; On-site; MYR 100,000 - 150,000; Full time

Job summary

A recruitment agency in Malaysia is seeking a full-time Document Controller based in Malacca. The role involves end-to-end document control, requiring 2-5 years of experience in construction environments. Candidates should have experience with Document Management Systems like Aconex or Procore, and strong Excel skills. The agency emphasizes precision in document management and effective communication with multiple stakeholders. Submit your CV, expected salary, and photograph to apply.

Qualifications

• 2-5+ years experience as Document Controller in construction or consultancy environments.
• Hands-on experience with Document Management Systems (DMS).
• High accuracy and disciplined filing habits.

Responsibilities

• Manage end-to-end document control throughout project lifecycle.
• Coordinate internal reviews and maintain audit trails.
• Produce weekly/monthly document control reports.

Skills

Document Control

Excel

Communication

Attention to detail

Education

Diploma/Degree in Business Admin, Engineering, Construction Management

Tools

Aconex

Procore

SharePoint

Job description

Company Description

Agensi Pekerjaan Gabriel Hunters Sdn Bhd is a licensed recruitment agency in Malaysia, known for its forward-thinking approach to talent consultancy. The agency specializes in precise hiring practices, combining in-depth screening and business understanding to ensure placements align with team dynamics and organizational goals. They provide tailored hiring advice and leadership support to strengthen employee retention and minimize mis-hires. With a focus on fostering trust through consistent results and integrity, the agency connects potential talents with the right opportunities to drive long-term success for its clients.

Role Description

This is a full-time, on-site Document Controller role located in Melaka. The Document Controller is responsible for end-to-end document control across the project lifecycle—registering, formatting, numbering, distributing, tracking revisions, and maintaining a single source of truth for drawings, technical submissions, correspondence, and project records. You will work closely with the Project Manager, QA/QC, consultants, subcontractors, and client teams to ensure documents are issued on time and compliant with project procedures.

A. Document Control (Core)

• Set up and maintain the Document Control System (Aconex/Asite/Procore/SharePoint/ProjectWise or equivalent).
• Register and manage incoming/outgoing documents: drawings, method statements, material submissions, RFIs, NCRs, correspondence, minutes, reports.
• Maintain document registers (drawings register, transmittal register, RFI register, submissions log, approvals log).
• Ensure correct document numbering, title blocks, templates, metadata, and distribution lists per project procedure.
• Control revisioning: track superseded versions, archive properly, ensure only current revisions are circulated/used.

B. Transmittals & Distribution

• Prepare and issue transmittals to client/consultants/subcontractors with correct references and revision status.
• Follow up on overdue responses and ensure approvals/comments are captured and routed to relevant discipline owners.
• Maintain clear audit trail of who received what, when, and which revision.

C. Reporting & Compliance

• Produce weekly/monthly document control reports: overdue items, approval turnaround, outstanding RFIs/submissions, drawing status.
• Support ISO/QA requirements: ensure documents are filed in an audit-ready structure aligned with QA/QC and project procedures.
• Support project close-out: compile as-built documentation, O&M manuals, warranties, test reports, commissioning records, handover packs.

D. Coordination & Admin Support

• Coordinate internal reviews: route documents to disciplines for checking before submission.
• Maintain meeting minutes and action trackers when required (project dependent).
• Support retrieval of records for claims, variations, disputes, or audits.

Key Documents You Will Handle

• IFC/Shop drawings, drawing registers & revision logs
• Method Statements, ITPs, Material Submissions, Technical Submittals
• RFIs, site instructions, correspondence logs
• NCR/CAR, inspection and testing records
• Progress reports, minutes, transmittals
• Handover: as-builts, O&M manuals, warranties, commissioning packs

Requirements

• Diploma/Degree in Business Admin, Engineering, Construction Management, or related.
• 2–5+ years experience as Document Controller in construction/main contractor/consultant environments.
• Hands-on experience with at least one DMS platform: Aconex / Asite / Procore / SharePoint / Viewpoint / ProjectWise.
• Strong Excel skills (registers, filters, pivot summaries beneficial).
• High accuracy, disciplined filing habits, strong follow-through.

Preferred

• Experience on large-scale projects (high-rise, infra, industrial, healthcare, data centres).
• Understanding of ISO 9001 document control practices.
• Able to work site-based and manage multiple stakeholders under deadline.

Key Competencies

• Detail-obsessed, structured, consistent.
• Can enforce process without creating friction.
• Strong communication and stakeholder coordination.
• Calm under pressure; handles high document volume cleanly.

Success Measures (KPIs)

• Zero uncontrolled document releases (wrong revision / wrong recipient).
• On-time issuance and tracking of transmittals, RFIs, and submissions.
• Clean registers with real-time status accuracy.
• Smooth handover documentation with minimal missing records.

Interested candidates are invited to submit their updated CV, expected salary and latest photograph to [e-mail].