Document Controller

DFINITI TECHNOLOGIES SDN BHD; Ulu Tiram; On-site; MYR 33,000 - 67,000; Full time

Job summary

DFINITI TECHNOLOGIES SDN BHD is seeking a diligent Document Controller to maintain and control engineering, project, and quality documentation in Malaysia. You will receive, register, distribute, and track drawings, data sheets, and correspondence, ensuring accuracy and compliance with procedures.

Key duties include version control, transmittals, EDMS/SharePoint filing, and preparation of document control registers for ongoing projects.

Qualifications

• Diploma or Bachelor's degree required in Engineering, Business Administration, or related field.
• 1-3 years of experience as a Document Controller in relevant sectors.
• Familiarity with document control systems (EDMS) and revision control.
• Working knowledge of engineering document types (drawings, datasheets, specs, MOMs, transmittals).
• Proficiency in MS Office; SharePoint/EDMS experience is an advantage.

Responsibilities

• Maintain and control engineering, project, and quality documentation for accuracy and compliance.
• Receive, register, distribute, and track drawings, specifications, data sheets, and correspondence.
• Manage document numbering, revision status, and version control across departments.
• Ensure timely circulation of documents to internal teams, clients, and vendors; maintain transmittal records.
• Coordinate with Engineering, QA/QC, and Procurement to compile technical submittals and project dossiers.
• Maintain EDMS/SharePoint filing systems, ensuring easy retrieval and confidentiality.
• Track document approval status and close out reviews within schedule.
• Prepare document control registers, MDL, and transmittal logs for ongoing projects.
• Support compilation of as-built documentation and audit-ready records.

Skills

Document control

Attention to detail

Communication

Organization

MS Office proficiency

Education

Diploma or Bachelor's degree in Engineering, Business Administration, or related field

Tools

EDMS

SharePoint

MS Excel

MS Word

Job description

Maintain and control all engineering, project, and quality documentation, ensuring accuracy, completeness, and compliance with company procedures.

Receive, register, distribute, and track incoming and outgoing documents including drawings, specifications, data sheets, and correspondence.

Manage document numbering, revision status, and version control across all departments in line with the company's Document Control Procedure.

Ensure timely circulation of documents to relevant stakeholders (internal teams, clients, sub-vendors) and maintain transmittal records.

Coordinate with Engineering, QA/QC, and Procurement teams to compile technical submittals, project dossiers, and quality documentation packages.

Maintain electronic and hard-copy filing systems (e.g., EDMS/SharePoint) ensuring easy retrieval and confidentiality of records.

Track document approval status and follow up with concerned departments to close out pending reviews and comments within schedule.

Prepare and update document control registers, master document lists (MDL), and transmittal logs for ongoing projects.

Support compilation of as-built documentation, test reports, calibration certificates, and IOM manuals at project close-out.

Assist in preparing documents for internal and external audits, ensuring records are complete and readily traceable.

Ensure adherence to client-specific document control requirements and applicable industry standards (ISO 9001, IEC, ATEX, etc.).

Archive completed project documentation as per company retention policy and retrieve historical records as required.

REQUIREMENTS:

• Diploma or Bachelor's degree in Engineering, Business Administration, or a related field.
• 1-3 years of experience as a Document Controller, preferably in the Oil & Gas, Engineering, or Industrial equipment sector.
• Familiarity with document control systems (EDMS), numbering conventions, and revision control practices.
• Working knowledge of engineering document types (drawings, datasheets, specifications, MOMs, transmittals).
• Proficiency in MS Office (especially Excel and Word); experience with SharePoint or similar EDMS platforms is an advantage.
• Strong organizational skills with keen attention to detail and accuracy.
• Good communication and follow-up skills to coordinate across multiple departments and external parties.
• Ability to handle confidential information with discretion and maintain document integrity.

DFINITI Technologies specialises in designing and engineering complete process heating system and equipment for application in various industries such as Oil and Gas, Petrochemical and Refinery, Offshore and Marine, Aerospace, etc. We provide direct and indirect process heaters that can be custom-engineered or according to industrial standard . With wide-ranging products which include Electric Process Heater, Bath Heater, Fired/Hot Oil Heater, Space Heater and more, we are a one-stop shop provider of quality yet cost-effective thermal solutions.