Document Controller

OCEAN VANTAGE ENGINEERING SDN. BHD.; Sarawak; On-site; MYR 48,000 - 68,000; Full time

Job summary

Ocean Vantage Engineering Sdn. Bhd. in Malaysia is seeking a highly organized Document Controller to manage project, engineering and operational documentation. You will ensure documents are controlled, updated, distributed, and archived in line with procedures and project requirements.

You will work with Engineering, QA/QC, Project, Operations, and contractors to maintain document registers, revisions, and transmittals, support audits, and assist in project close-out.

Qualifications

• Diploma or certificate in any discipline is required.
• Experience in document control or project support is advantageous.
• Experience in engineering, construction, maintenance, or project environments is an added advantage.
• Proficient in Microsoft Office, particularly Word and Excel.

Responsibilities

• Manage and maintain the document control system for project, engineering, maintenance, and operational documents.
• Register, track, distribute, and archive documents including drawings, specifications, procedures, reports, forms, and correspondence.
• Maintain accurate document registers, revision histories, transmittals, and document status trackers.
• Ensure the latest approved documents are properly distributed to relevant personnel and obsolete versions are controlled.
• Coordinate document submissions, reviews, approvals, and revisions with internal teams, clients, contractors, and other stakeholders.
• Monitor document status and follow up on outstanding submissions, comments, approvals, and revisions.
• Ensure documents are properly identified, numbered, formatted, filed, and stored according to established procedures.
• Assist in compiling and maintaining QA/QC documentation, inspection records, certificates, work packs, and project dossiers.
• Maintain electronic and physical filing systems and ensure documents are easily retrievable.
• Support project close-out, handover, and final documentation compilation.
• Prepare document control reports and provide updates on document status and outstanding items.
• Ensure confidentiality and proper control of sensitive project and Company information.
• Support internal, client, and external audits by providing required documentation and records.
• Ensure document control activities comply with Company procedures, QA/QC requirements, and applicable project requirements.
• Perform other duties and responsibilities assigned by Management from time to time.

Skills

Attention to Detail

Coordination & Communication

Time Management

Independent Work

Education

Diploma or Certificate in any discipline

Tools

Microsoft Office

EDMS / Document Management Systems

SharePoint

Job description

We are looking for a highly organized and detail-oriented Document Controller to manage and maintain project, engineering, and operational documentation. The role will ensure documents are properly controlled, updated, distributed, and archived in accordance with Company procedures, project requirements, and document control standards.

The successful candidate will work closely with Engineering, QA/QC, Project, Operations, Maintenance, contractors, and clients to ensure accurate and timely document management throughout the project lifecycle.

Key Responsibilities

Manage and maintain the document control system for project, engineering, maintenance, and operational documents.

Register, track, distribute, and archive documents including drawings, specifications, procedures, reports, forms, and correspondence.

Maintain accurate document registers, revision histories, transmittals, and document status trackers.

Ensure the latest approved documents are properly distributed to relevant personnel and obsolete versions are controlled.

Coordinate document submissions, reviews, approvals, and revisions with internal teams, clients, contractors, and other stakeholders.

Monitor document status and follow up on outstanding submissions, comments, approvals, and revisions.

Ensure documents are properly identified, numbered, formatted, filed, and stored according to established procedures.

Assist in compiling and maintaining QA/QC documentation, inspection records, certificates, work packs, and project dossiers.

Maintain electronic and physical filing systems and ensure documents are easily retrievable.

Support project close-out, handover, and final documentation compilation.

Prepare document control reports and provide updates on document status and outstanding items.

Ensure confidentiality and proper control of sensitive project and Company information.

Support internal, client, and external audits by providing required documentation and records.

Ensure document control activities comply with Company procedures, QA/QC requirements, and applicable project requirements.

Perform other duties and responsibilities assigned by Management from time to time.

Minimum Qualifications & Requirements

Minimum Diploma or Certificate in any discipline.

Experience in document control, administration, or project support will be an advantage.

Experience in engineering, construction, maintenance, or project environments will be an added advantage.

Proficient in Microsoft Office, particularly Word, Excel, and document management applications.

Good understanding of document numbering, revision control, transmittals, and document filing.

Strong attention to detail and accuracy.

Good written and verbal communication skills.

Strong organizational and time management skills.

Able to manage multiple documents, priorities, and deadlines.

Experience with electronic Document Management Systems (EDMS) or SharePoint will be an advantage.

Able to work independently and effectively with multidisciplinary teams.

Document Control

Revision Control

Document Register Management

Filing & Archiving

Document Tracking

QA/QC Documentation

Microsoft Office

EDMS / Document Management Systems

Attention to Detail

Coordination & Communication

Ocean Vantage Engineering Sdn. Bhd. (“OVE”) is principal engaged in the offshore adn onshore project management, engineering, procurement, construction and commissioning in relation to oil and gas industry.

We are committed to continuously develop and retain a highly skilled, motivated and professional workforce which will generate the dynamics for extending the boundaries of our core competencies thereby propelling the Company’s business into strategic growth areas reach and a diversified long term sustainable earnings base.

In line with our expansion, we are now seeking qualified personnel to be part of our team.