Document Controller

iCents Group Holdings Berhad; Rawang; On-site; MYR 45,000 - 73,000; Full time

Job summary

iCents Group Holdings Berhad is seeking a Document Controller for full-time, on-site work based in One City, Subang Jaya. The role focuses on managing and maintaining project and operational documentation within the Integrated Management System (IMS).

You will ensure documents are accurate, properly authorized, up to date, traceable, and compliant with ISO standards and company requirements, while supporting internal and external audits and continual process improvements.

Responsibilities

• Manage the preparation, registration, review, approval, issuance, revision, distribution, and withdrawal of IMS-controlled documents.
• Maintain the IMS Master Document Register and ensure version control.
• Ensure latest approved versions are used and obsolete ones identified.
• Maintain controlled records including project, quality, environmental, health and safety documentation.
• Coordinate with project teams and departments to ensure timely submission and updating of IMS documents.
• Monitor submission status, outstanding documents, revisions, and approvals.
• Maintain filing, indexing, retrieval, retention, and archiving of IMS and project records.
• Assist audits by ensuring IMS documents and records are readily available and controlled.
• Monitor ISO documentation requirements.
• Prepare document control reports and status updates.
• Ensure activities comply with procedures and regulatory requirements.
• Identify opportunities for improvement and support continual improvement of IMS document control processes.
• Perform other documentation and administrative duties.

Skills

Document control

IMS management

ISO compliance

Audit support

Job description

The Document Controller is a full-time, on-site role based in One City, Subang Jaya responsible for managing and maintaining project and operational documentation. Responsible for managing, controlling, and maintaining all documentation within the Integrated Management System (IMS), ensuring documents are accurate, properly authorized, up to date, traceable, and compliant with applicable ISO standards and company requirements.

Key responsibilities include:

• Manage the preparation, registration, review, approval, issuance, revision, distribution, and withdrawal of IMS-controlled documents.
• Maintain the IMS Master Document Register and ensure effective version and revision control.
• Ensure only the latest approved versions of documents are available at points of use and obsolete documents are properly identified and controlled.
• Maintain controlled records, including project, quality, environmental, health and safety, and compliance-related documentation.
• Coordinate with project teams, engineering, QESH, management, and relevant departments to ensure timely submission and updating of IMS documents.
• Monitor document submission status, outstanding documents, revisions, and approvals.
• Maintain proper filing, indexing, retrieval, retention, and archiving of IMS and project records.
• Support internal and external audits by ensuring required IMS documents and records are readily available and properly controlled.
• Assist in monitoring compliance with ISO 9001, ISO 14001, and ISO 45001 documentation requirements.
• Prepare document control reports, registers, trackers, and status updates for management review.
• Ensure document control activities comply with company procedures, contractual requirements, and applicable statutory and regulatory requirements.
• Identify opportunities for improvement and support the continual improvement of IMS document control processes.
• Perform other documentation and administrative duties related to the IMS as assigned by management.