Document Controller

Pathfinder M & E; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading engineering firm in Selangor is seeking a Document Control Specialist to establish and manage the document management system. The role involves ensuring compliance with ISO standards, coordinating with project teams, and maintaining the security of sensitive documents. Candidates should have experience in document management and strong organizational skills.

Qualifications

• Experience in document management systems and procedures.
• Knowledge of ISO standards and compliance requirements.
• Strong communication and organizational skills.

Responsibilities

• Establish and control the document management system.
• Receive, review, and distribute technical documents.
• Liaise with project teams and clients for document flow.
• Ensure compliance with company procedures and legal requirements.

Job description

Document Management

• Establish, maintain, and control the document management system (hardcopy and electronic).
• Create, update, and manage document registers, logs, and filing systems.
• Ensure documents are properly categorized, indexed, and filed for easy retrieval.
• Manage version control and ensure only the latest approved versions are in circulation.

Document Control Processes

• Receive, review, and distribute documents such as drawings, technical submissions, correspondences, contracts, and reports.
• Ensure compliance with company procedures, ISO standards, and project requirements.
• Control incoming and outgoing documents to clients, consultants, contractors, and authorities.
• Maintain confidentiality and security of sensitive documents.

Communication & Coordination

• Liaise with project teams, consultants, contractors, and clients to ensure smooth document flow.
• Track and follow up on pending approvals, comments, and submissions.
• Provide status updates and reports on document control activities.

Quality & Compliance

• Ensure all documents are checked for accuracy, completeness, and formatting before issuance.
• Support quality audits by providing requested documents in a timely manner.
• Ensure compliance with company policies, legal, and contractual requirements.