Document Controller

Kee Safety Malaysia Sdn Bhd; Negeri Sembilan; On-site; MYR 45,000 - 78,000; Full time

Job summary

Kee Safety Malaysia Sdn Bhd is seeking a skilled Document Controller to manage, register, and archive all project documentation in line with company procedures across Malaysia. You will ensure accurate document registers, revisions, and timely distribution to project teams.

The role requires a Civil Engineering, Quantity Surveying, or Construction Management background with 3–5 years in document control or project administration.

Qualifications

• Diploma or Bachelor’s degree in Civil Engineering, Quantity Surveying, Construction Management, or a related field.
• Civil Engineering or Quantity Surveying background is required.
• Minimum 3–5 years of relevant experience in document control, project administration, construction, engineering, or industrial projects.

Responsibilities

• Establish and maintain an organised document control system for projects.
• Register, file, track, distribute, and archive project documents in accordance with company and project requirements.
• Maintain accurate document registers, including drawings, specifications, submissions, approvals, correspondence, reports, and other project records.
• Ensure all documents are properly identified, numbered, dated, and controlled.
• Monitor document revisions and ensure the latest approved versions are available to relevant project teams.

Skills

Document control

Reading drawings

MS Office

Coordination

Communication

Education

Civil Engineering degree

Quantity Surveying degree

Construction Management degree

Job description

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The Document Controller will be responsible for managing, maintaining, and controlling all project documentation for Kee Safety Malaysia’s projects. This includes ensuring documents are properly registered, distributed, tracked, updated, and archived in accordance with company procedures and project requirements.

The role requires close coordination with sales, technical, project, engineering, QS/commercial, subcontractor, and site teams across Malaysia and the wider region. The successful candidate should have a Civil Engineering, Quantity Surveying, or related construction / engineering background, with a good understanding of technical drawings, project documentation, and construction processes.

Key Responsibilities

1. Document Control & Management

• Establish and maintain an organised document control system for projects.
• Register, file, track, distribute, and archive project documents in accordance with company and project requirements.
• Maintain accurate document registers, including drawings, specifications, submissions, approvals, correspondence, reports, and other project records.
• Ensure all documents are properly identified, numbered, dated, and controlled.
• Monitor document revisions and ensure the latest approved versions are available to relevant project teams.

2. Drawing & Technical Document Control

• Receive, register, distribute, and track technical drawings, shop drawings, construction drawings, and as-built drawings.
• Maintain drawing registers and revision histories.
• Coordinate the submission and circulation of drawings and technical documents between internal teams, consultants, clients, and contractors.
• Track drawing/document status, including submissions, comments, approvals, and re-submissions.
• Ensure superseded documents are properly identified and removed from active use.

3. Document Submission & Tracking

• Prepare and manage document transmittals and submission records.
• Track document submissions, approvals, comments, and outstanding actions.
• Follow up with relevant parties on overdue submissions, reviews, and approvals.
• Maintain accurate records of document status and provide regular updates to the project team.
• Assist in compiling project documentation for client and consultant submissions.

4. Project Coordination & Support

• Work closely with project managers, engineers, QS/commercial, sales, and site teams to ensure timely flow of project information.
• Support project teams in maintaining proper documentation throughout the project lifecycle.
• Attend project meetings when required and record/document relevant actions and information.
• Assist in compiling meeting minutes, progress reports, site records, and other project documentation.
• Coordinate with subcontractors, suppliers, consultants, and clients regarding document submissions and requirements.

5. Commercial & Contract Documentation

• Maintain proper records of contracts, purchase orders, quotations, RFQs, variations, claims, payment documentation, and other commercial records.
• Support the QS/commercial team by maintaining organised documentation for variations, claims, and final accounts.
• Ensure supporting documents and correspondence are properly recorded and readily retrievable.
• Assist in maintaining audit trails for project and contractual documentation.

6. Project Reporting & Records

• Prepare and maintain document control reports and status registers.
• Provide regular updates on outstanding submissions, approvals, revisions, and document status.
• Assist with project handover documentation and compilation of final project records.
• Ensure project documentation is complete and properly archived upon project completion.

7. Document Control Procedures & Compliance

• Ensure compliance with company document control procedures and project-specific requirements.
• Maintain confidentiality and security of project information.
• Identify gaps or inconsistencies in documentation and highlight them to the relevant project team.
• Continuously improve document control processes to enhance efficiency, accuracy, and traceability.

Education & Experience

• Diploma or Bachelor’s degree in Civil Engineering, Quantity Surveying, Construction Management, or a related field.
• Civil Engineering or Quantity Surveying background is required.
• Minimum 3–5 years of relevant experience in document control, project administration, construction, engineering, or industrial projects.
• Candidates with QS, site engineering, or project coordination experience who wish to transition into a Document Controller role are encouraged to apply.
• Experience in construction, steel structures, safety systems, industrial installations, or engineering projects is highly preferred.
• Experience working with main contractors, subcontractors, consultants, or clients is an advantage.
• Good understanding of construction/project documentation and workflows.

Technical Skills

• Good knowledge of document control procedures and project documentation.
• Ability to read and understand technical drawings and specifications.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Familiarity with document management systems, cloud-based platforms, or project collaboration software is an advantage.
• Knowledge of document numbering, revision control, transmittals, and submission/approval processes.
• Basic understanding of QS/commercial documentation such as BOQs, quotations, variations, purchase orders, and claims is an advantage.

Soft Skills

• Highly organised, systematic, and detail-oriented.
• Strong document management and coordination skills.
• Good written and verbal communication skills.
• Strong follow-up and time-management abilities.
• Able to manage multiple projects and priorities simultaneously.
• Proactive and able to work independently with minimal supervision.
• Good interpersonal skills with the ability to coordinate effectively with internal and external stakeholders.
• Strong sense of responsibility and accuracy when handling project records.
• Solutions-driven and able to work effectively in a fast-paced project environment.