Document Controller

Aurecon; Seberang Perai; On-site; MYR 60,000 - 85,000; Full time

Job summary

Aurecon in Penang seeks an experienced Document Controller to manage and maintain project documentation, ensuring accuracy, control, and timely access for project teams on site. The role focuses on filing, version control, and distribution, with a fixed-term contract of 1 year and based at the project site in Penang.

Strong English communication and proficiency with Microsoft Office and ACONEX are required.

Qualifications

• Bachelor's degree in business administration, Information Management, Engineering, Construction Management, or a related discipline.
• 5-8 years of experience as a Document Controller, preferably within construction, engineering, infrastructure, or project-based environments.
• Strong working knowledge of ACONEX Document Management System.
• Experience managing large volumes of project documentation, including technical drawings, specifications, and construction records.
• Familiarity with quality management systems and ISO 9001 compliance is an added advantage.
• Highly organized with strong multitasking and prioritization skills.
• Strong written and verbal communication skills in English.

Responsibilities

• Manage and maintain project documentation, including technical drawings, reports, approvals, correspondence, and other project records.
• Ensure all incoming and outgoing documents are properly registered, tracked, and filed in accordance with project procedures.
• Maintain and update document control registers to ensure accurate record keeping and traceability.
• Distribute project documents to stakeholders in a timely manner through both electronic and hard copy channels.
• Set up and maintain an organized filing system to ensure documents can be easily retrieved by the project team.
• Support the implementation and continuous improvement of document control processes and procedures.
• Monitor document revisions and ensure the latest approved versions are available to relevant stakeholders.
• Respond promptly to document requests and ensure information is provided efficiently.
• Coordinate with project team members, contractors, consultants, and other business units to ensure smooth document flow and communication.
• Maintain confidentiality and security of project information and records.
• Support project audits and quality management requirements by ensuring documentation is complete and up to date.

Skills

Communication

Attention to detail

Organizational skills

Multitasking

Education

Bachelor's degree

Tools

ACONEX

Microsoft Office

Job description

As a Document Controller, you will be responsible for managing, organizing, and maintaining project documentation to ensure information is accurately recorded, controlled, and readily accessible. You will work closely with project teams to support document workflows, ensure compliance with project requirements, and maintain an efficient filing and retrieval system throughout the project lifecycle.

Job Responsibilities:

• Manage and maintain project documentation, including technical drawings, reports, approvals, correspondence, and other project records.
• Ensure all incoming and outgoing documents are properly registered, tracked, and filed in accordance with project procedures.
• Maintain and update document control registers to ensure accurate record keeping and traceability.
• Distribute project documents to stakeholders in a timely manner through both electronic and hard copy channels.
• Set up and maintain an organized filing system to ensure documents can be easily retrieved by the project team.
• Support the implementation and continuous improvement of document control processes and procedures.
• Monitor document revisions and ensure the latest approved versions are available to relevant stakeholders.
• Respond promptly to document requests and ensure information is provided efficiently.
• Coordinate with project team members, contractors, consultants, and other business units to ensure smooth document flow and communication.
• Maintain confidentiality and security of project information and records.
• Support project audits and quality management requirements by ensuring documentation is complete and up to date.

Job Qualifications:

• Bachelor's degree in business administration, Information Management, Engineering, Construction Management, or a related discipline.
• Minimum 5-8 years of experience as a Document Controller, preferably within construction, engineering, infrastructure, or project-based environments.
• Strong working knowledge of ACONEX Document Management System is required.
• Experience managing large volumes of project documentation, including technical drawings, specifications, and construction records.
• Strong understanding of document control processes, version control, and document distribution practices.
• Ability to establish and maintain an efficient filing and document retrieval system.
• Familiarity with quality management systems and ISO 9001 compliance will be an added advantage.
• Highly organized with strong multitasking and prioritization skills.
• Good attention to detail and ability to work accurately under tight deadlines.
• Strong written and verbal communication skills in English.
• Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Willing to be based full-time at a Project Site in Penang.
• Must be open to work in a Fixed Term Contract (1 Year).