Document Controller

KJ TECHNICAL SERVICES SDN BHD; Port Dickson; On-site; MYR 36,000 - 60,000; Full time

Job summary

KJ Technical Services Group is seeking a detail-oriented Document Controller to manage project documentation and support effective document management across project teams. The role involves maintaining accurate records, ensuring proper document control procedures, and coordinating timely submissions, approvals, and retrieval.

Based at the project site in Malaysia. The candidate should have a Diploma or Bachelor’s degree in Engineering or related field with 1–3 years of document control

Qualifications

• Diploma or Bachelor's Degree in Engineering or a related field.
• 1-3 years of experience in document control or project administration; fresh graduates may be considered for junior positions.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook).
• Experience using document management systems.
• Strong organisational, communication, and time management skills.
• Ability to work independently and manage multiple projects simultaneously.
• Based at the project site.

Responsibilities

• Manage and maintain project documents, including drawings, technical submissions, contracts, reports, specifications, and correspondence.
• Ensure proper filing, version control, distribution, and retrieval of project documentation.
• Receive, register, track, and distribute incoming and outgoing documents to internal teams, clients, consultants, and subcontractors.
• Maintain document control registers and databases in accordance with company procedures, client requirements, and ISO standards.
• Coordinate with project teams to ensure required documents, approvals, and records are complete, accurate, and submitted within required timelines.
• Archive completed project documents and maintain electronic and hardcopy records for future reference and audit purposes.
• Support internal and external audits by preparing and providing controlled documents and records as required.
• Monitor document status, follow up on outstanding submissions, and prepare periodic document control reports for management.
• Perform other administrative and document management duties as assigned by management.

Skills

MS Office

Organisational skills

Communication skills

Time management

Independent working

Attention to detail

Education

Engineering or related field (Diploma/Bachelor)

Tools

Document management systems

Job description

We are seeking a detail-oriented Document Controller to manage project documentation and support effective document management across project teams. The role is responsible for maintaining accurate records, ensuring proper document control procedures, and coordinating timely document submissions, approvals, distribution, and retrieval.

Key responsibilities

Manage and maintain project documents, including drawings, technical submissions, contracts, reports, specifications, and correspondence.

Ensure proper filing, version control, distribution, and retrieval of project documentation.

Receive, register, track, and distribute incoming and outgoing documents to internal teams, clients, consultants, and subcontractors.

Maintain document control registers and databases in accordance with company procedures, client requirements, and ISO standards.

Coordinate with project teams to ensure required documents, approvals, and records are complete, accurate, and submitted within required timelines.

Archive completed project documents and maintain electronic and hardcopy records for future reference and audit purposes.

Support internal and external audits by preparing and providing controlled documents and records as required.

Monitor document status, follow up on outstanding submissions, and prepare periodic document control reports for management.

Perform other administrative and document management duties as assigned by management.

What we're looking for

Diploma or Bachelor's Degree in Engineering or a related field.

Minimum 1-3 years of experience in document control or project administration; fresh graduates may be considered for junior positions.

Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.

Experience using document management systems.

Strong organisational, communication, and time management skills.

Ability to work independently and manage multiple projects simultaneously.

Strong attention to detail and the ability to maintain accurate records in a deadline-driven environment.

To be based at the project site.

The Company

KJ Technical Services Group incorporated in Malaysia in 1984. KJTS has become one of the market leaders providing multi-facet value-added engineering services to the building and process control industries in design and construction of in-house chilled water production plants and district cooling plants, and in energy-focused performance-based operation and maintenance.

We ensure that the energy and utilities we manage are operated in strict compliance with relevant local and international laws, regulations and standards. We are committed to a continual improvement in all health, safety, quality and environment aspects of our business. We are also committed to a continual dialogue with different Stakeholders affected by our business to achieve our goal of sustainable development.

KJ Technical Services Group incorporated in Malaysia in 1984. KJTS has become one of the market leaders providing multi-facet value-added engineering services to the building and process control industries in design and construction of in-house chilled water production plants and district cooling plants, and in energy-focused performance-based operation and maintenance.

We ensure that the energy and utilities we manage are operated in strict compliance with relevant local and international laws, regulations and standards. We are committed to a continual improvement in all health, safety, quality and environment aspects of our business. We are also committed to a continual dialogue with different Stakeholders affected by our business to achieve our goal of sustainable development.