Document Controller

Budi Feed Sdn Bhd; Teluk Gong; On-site; MYR 40,000 - 67,000; Full time

Job summary

Budi Feed Sdn Bhd is seeking a detail-oriented Document Controller in Malaysia to establish and maintain comprehensive document management systems. You will log files, ensure version control, and coordinate archiving in line with internal policies and legal requirements.

The role requires 2–5 years in administrative or records management, proficiency with MS Office and EDMS (SharePoint, Aconex, AutoCAD), and strong communication across teams. Familiarity with government regulations is a plus.

Qualifications

• High school diploma or an associate's/bachelor's degree in business administration, information management, or project management.
• 2 to 5 years of experience in administrative, records management role, or document control roles.
• Experience in administration or office support industry is preferred.
• Strong organizational and time management skills with a keen attention to detail.
• Proficiency in MS Office and EDMS like SharePoint or Aconex or AutoCAD.
• Excellent communication and interpersonal skills for liaising with stakeholders.

Responsibilities

• Establishing and maintaining document management systems for easy access and organization.
• Set up filing structures, apply naming conventions, and log incoming and outgoing files.
• Ensure teams use the latest approved document versions and archive outdated files.
• Review technical files, blueprints, or contracts for completeness and standards adherence.
• Coordinate filing, archiving, and disposal of physical and electronic documents.
• Implement document control procedures to ensure integrity and security.
• Conduct regular audits to verify document accuracy and train staff on handling rules.
• Maintain confidentiality, manage access logs, and audit document integrity.
• Collaborate with cross-functional teams to address document control issues.
• Stay updated with best practices and regulations related to document management.
• Experience dealing with government agencies such as DOSH, DOE, BOMBA, DVS, MBDK, Embassy, etc.

Skills

Strong organizational skills

Time management

Excellent communication

Interpersonal skills

Attention to detail

Discretion with confidential data

Education

Bachelor's degree in business administration

Bachelor's degree in information management

Associate's degree in project management

Tools

MS Office

EDMS (SharePoint)

EDMS (Aconex)

AutoCAD

Job description

Establishing and maintaining comprehensive document management systems to ensure records are easily accessible and well-organized

Set up filing structures, apply naming conventions, and log incoming and outgoing files.

Ensure teams use only the latest, approved document versions and archive outdated files.

Review technical files, blueprints, or contracts for completeness and adherence to industry standards (like HACCP, GMP+B2)

Responsible for the collection, maintenance and distribution of all documents necessary to define product.

Implementing document control procedures to ensure the integrity and security of all company documents

Coordinating the filing, archiving, and disposal of physical and electronic documents according to internal policies and legal requirements

Conducting regular audits to verify the accuracy and completeness of document records and train staff on document handling rules and help employees retrieve files quickly

Maintain confidentiality, manage access logs, and conduct regular audits to verify document integrity.

Collaborating with cross-functional teams to identify and address document control issues

Staying up-to-date with industry best practices and legal regulations related to document management

Experienced and familiar with dealing with government agencies such as DOSH, DOE, BOMBA, DVS, MBDK, Embassy and others

High school diploma or a associate's/bachelor's degree in business administration, information management, or project management.

2 to 5 years of experience in administrative, records management role, or document control roles

Experience in a preferably within the administration or office support industry.

Strong organizational and time management skills with a keen attention to detail

Proficient in using document management software and Microsoft Office suite

Proficiency in MS Office (Excel, Word) and Electronic Document Management Systems (EDMS) like SharePoint or Aconex or AutoCAD

Excellent communication and interpersonal skills to effectively liaise with various stakeholders

High attention to detail, strong organization, clear communication, and discretion with confidential data

Ability to work independently and as part of a team to meet deadlines and achieve objectives

Thorough knowledge of document control best practices and relevant industry regulations

Good command of English & Bahasa Malaysia.

Good communication and strong interpersonal, presentation and negotiation skills.

Able to work independently with minimum supervision.