Document Controller

Green Energy Automation Sdn Bhd; Skudai; On-site; MYR 28,000 - 47,000; Full time

Benefits offered by this job

EPF/SOCSO/EIS

Annual leave

Medical benefits

Job summary

Green Energy Automation Sdn Bhd in Johor seeks an organised Document Control Clerk to manage project documents, master registers, submission schedules and revision histories. You will ensure accuracy, track revisions and distribute approved documents to authorised recipients.

The role requires a Diploma or related qualification and at least 2 years of document control or project administration experience. Proficiency in MS Word/Excel, English and Bahasa Malaysia is essential; on-site, full-time

Qualifications

• Certificate or Diploma in Business Administration, Information Management, Engineering or related discipline.
• At least 2 years of document control or project administration experience.
• Experience in engineering, construction, manufacturing or system integration is a plus.
• Knowledge of document numbering, revision control, transmittals, and master registers.
• Proficient with MS Word, Excel, PDF tools, and shared digital filing systems.
• Good communication in English and Bahasa Malaysia.
• Willing to learn the company's digital task management systems.

Responsibilities

• Maintain an organised document control system for projects and procedures.
• Register, classify and track documents using approved numbering and filing conventions.
• Maintain master registers, drawing registers, submission schedules and revision histories.
• Check document numbers, titles, revisions, approval status and attachments before issue.
• Distribute approved documents to authorised recipients and prevent superseded versions.
• Prepare document transmittals and maintain records of submissions and acknowledgements.
• Track documents awaiting review or approval and follow up with responsible personnel.
• Coordinate with engineers, project managers, suppliers and subcontractors.
• Compile project documentation and handover packages against checklists.
• Control access to confidential documents and support QA activities.

Skills

MS Office

Bilingual: English & Malay

Education

Diploma / Advanced Diploma

Job description

• Maintain an organised document control system for engineering projects and company procedures.
• Register, classify and track incoming and outgoing documents using approved numbering and filing conventions.
• Maintain master document registers, drawing registers, submission schedules and revision histories.
• Check document numbers, titles, revisions, approval status and attachments before issue.
• Distribute approved documents to authorised recipients and prevent unintended use of superseded versions.
• Prepare document transmittals and maintain records of submissions, receipt acknowledgements and customer responses.
• Track documents awaiting review or approval, follow up with responsible personnel and escape overdue items.
• Coordinate with engineers, project managers, suppliers and subcontractors to obtain required documents.
• Compile project documentation such as approved drawings, equipment datasheets, certificates, inspection records and test reports.
• Compile operation and maintenance manuals, as-built documents and final handover packages against agreed checklists.
• Control access to confidential documents and follow company requirements for storage, backup and retention.
• Support quality management activities by maintaining controlled procedures, forms and records.
• Retrieve documents promptly for project reviews, customer enquiries and audits.
• Provide regular updates on outstanding submissions, missing documents and handover readiness.

Requirements

• Certificate or Diploma in Business Administration, Information Management, Engineering or a related discipline.
• Preferably at least 2 years of experience in document control, project administration or engineering documentation.
• Experience in engineering, construction, manufacturing or system integration will be an advantage.
• Familiar with document numbering, revision control, transmittals, approval workflows and master registers.
• Proficient in Microsoft Word, Excel, PDF tools and shared digital filing systems.
• Able to read document titles, equipment references and basic engineering terminology accurately.
• Careful and systematic, with strong attention to detail and consistent follow-up.
• Able to check documents for administrative completeness and refer technical questions to the responsible engineer.
• Able to manage several project document registers and meet submission deadlines.
• Able to communicate clearly in English and Bahasa Malaysia.
• Willing to learn the company's digital task management and document control systems.
• Salary commensurate with relevant experience and document control skills.
• EPF, SOCSO and EIS contributions.
• Annual leave and medical benefits in accordance with company policy and applicable requirements.
• Exposure to engineering project documentation and quality management practices.
• Guidance on company document control procedures and digital systems.
• Opportunity to progress into senior document control or project administration roles.

Qualification

Professional Certificate , Diploma/Advanced/Higher/Graduate Diploma

Job Location: Johor

Employment Type: Full-Time

Age Range of Candidate: -

Years of Experience: 2

Monthly Salary: -