Document Controller

Exypnos Engineering Sdn Bhd; Port Dickson; On-site; MYR 36,000 - 60,000; Full time

Job summary

Exypnos Engineering Sdn Bhd in Lukut, Negeri Sembilan seeks a detail-oriented Document Controller for a full-time construction project. You will manage critical project documents, maintain filing systems, and ensure version control and compliance across teams.

The role emphasizes accuracy, confidentiality, and timely document distribution; previous experience in document control and familiarity with engineering documentation are advantageous, with opportunities for training and career

Qualifications

• Proven experience in document control or records management.
• Strong organisational skills with meticulous attention to detail.
• Proficiency with Microsoft Word and Excel.
• Experience with document management systems and filing conventions.
• Understanding of data protection regulations and confidentiality.

Responsibilities

• Receiving, processing and cataloguing incoming documents and records in accordance with established filing systems and procedures
• Maintaining accurate and up-to-date document databases and control systems, ensuring proper indexing and retrieval capabilities
• Managing document version control, including tracking revisions, updates and changes to ensure only current versions are in circulation
• Distributing documents and records to appropriate departments and personnel in a timely and secure manner
• Scanning, digitising and converting physical documents into electronic formats where required
• Ensuring confidentiality and security of sensitive documents through appropriate storage, access controls and disposal methods
• Conducting regular audits of document storage systems to identify discrepancies, redundancies and areas for improvement
• Liaising with various departments to understand their documentation requirements and provide appropriate support and guidance
• Maintaining comprehensive filing systems, both physical and electronic, that are easily accessible and organised
• Preparing regular reports on document management activities and compliance status
• Contributing to the continuous improvement of document control processes and systems

Skills

Document control

Attention to detail

Organisational skills

Communication

Time management

Tools

Microsoft Word

Microsoft Excel

Document management systems

Job description

About us

Exypnos Engineering Sdn Bhd is a forward-thinking engineering company committed to delivering excellence in project delivery and operational efficiency. We pride ourselves on maintaining the highest standards of organisation and professionalism across all aspects of our business. Our team is dedicated to supporting innovative engineering solutions whilst ensuring robust documentation and compliance practices that form the backbone of our operations.

About the role

We are seeking a detail-oriented and organised Document Controller to join our team in Lukut, Negeri Sembilan for a construction project on a full-time basis. This role is pivotal to our company's success, ensuring that all critical documentation, records and project files are managed, maintained and distributed efficiently. As Document Controller, you will be responsible for implementing and upholding our document control procedures, managing version control, archiving records and ensuring compliance with all relevant regulations and company standards. This position offers the opportunity to play a key role in maintaining the integrity and accessibility of our documentation systems.

Key responsibilities

• Receiving, processing and cataloguing incoming documents and records in accordance with established filing systems and procedures
• Maintaining accurate and up-to-date document databases and control systems, ensuring proper indexing and retrieval capabilities
• Managing document version control, including tracking revisions, updates and changes to ensure only current versions are in circulation
• Distributing documents and records to appropriate departments and personnel in a timely and secure manner
• Scanning, digitising and converting physical documents into electronic formats where required
• Ensuring confidentiality and security of sensitive documents through appropriate storage, access controls and disposal methods
• Conducting regular audits of document storage systems to identify discrepancies, redundancies and areas for improvement
• Liaising with various departments to understand their documentation requirements and provide appropriate support and guidance
• Maintaining comprehensive filing systems, both physical and electronic, that are easily accessible and organised
• Preparing regular reports on document management activities and compliance status
• Contributing to the continuous improvement of document control processes and systems

What we're looking for

• Proven experience in document control, records management or a similar administrative role within a professional environment
• Strong organisational skills with meticulous attention to detail and accuracy
• Proficiency in document management systems and database software
• Excellent filing, cataloguing and classification skills with knowledge of standard filing conventions and systems
• Competency in Microsoft Office applications, particularly Excel and Word
• Understanding of records retention policies, compliance requirements and data protection regulations
• Strong communication skills with the ability to work effectively across multiple departments
• Ability to prioritise tasks, manage multiple projects simultaneously and meet deadlines
• Discretion and reliability when handling confidential informationHigh level of professionalism and a commitment to maintaining the confidentiality and security of documents
• Familiarity with engineering or technical documentation would be advantageous
• A valid driving licence would be beneficial

What we offer

At Exypnos Engineering Sdn Bhd, we are committed to creating a supportive and professional workplace where our employees can thrive. We offer a competitive salary package commensurate with experience and qualifications. Our team benefits from a collaborative work environment where contributions are valued and professional development is encouraged. We provide access to ongoing training and development opportunities to help you advance your skills and career within the organisation. We maintain a focus on work-life balance and foster a culture of respect, integrity and continuous improvement. As part of our commitment to our employees' wellbeing, we welcome discussions about any support or adjustments you may require to perform your role effectively.