Document Controller

Oriental Sunrise Engineering Sdn. Bhd; West Coast Division; On-site; MYR 36,000 - 72,000; Full time

Job summary

Oriental Sunrise Engineering Sdn. Bhd. in Sabah seeks a Document Controller to manage project and company documents, ensure registration, revision control, distribution, and confidentiality.

You will provide teams with timely access to the latest approved documents and maintain logs and databases. The role requires a Diploma or Certificate background, plus experience in document control within construction or engineering environments.

Qualifications

• Minimum Diploma or Certificate in Business Administration, Document Management, Information Management, Engineering Administration, or a related field
• Previous experience as Document Controller or similar role is preferred
• Experience in construction, engineering, infrastructure, or project-based environments is an advantage
• Good command of English and Bahasa Malaysia
• Good computer skills: MS Word, Excel, Outlook, PDF editing
• Experience with document management systems or project platforms
• Attention to detail and accuracy
• Able to work under pressure and meet deadlines
• Ability to maintain confidentiality
• Ability to work independently and coordinate with multiple departments

Responsibilities

• Establish and maintain an organized document control system for the project
• Register, classify, file, distribute, and track project documents
• Maintain document registers, transmittal registers, drawing registers, and other relevant logs
• Receive and register incoming documents from the Consultant, Main Contractor, Subcontractors, Suppliers, Authorities, and other parties
• Prepare and issue outgoing correspondence and documents through the appropriate transmittal system
• Maintain the project's drawing register and technical document register and control the issue and revision of drawings, specifications, method statements, shop drawings, and material submissions
• Maintain records of official project correspondence, letters, emails, notices, instructions, and replies
• Maintain structured electronic folders and project databases using the Company's naming conventions
• Coordinate with Project Managers, Engineers, QA/QC, Safety, Site Supervisors, Procurement, Commercial, and Administration
• Assist in preparing and distributing meeting agendas, minutes, and supporting documents and prepare document status reports for management

Skills

Attention to detail

Under pressure

Confidentiality

Independent work

Coordination across departments

English & Bahasa Malaysia

Education

Diploma or Certificate in Business Administration / Document Management

Tools

Microsoft Word

Excel

Outlook

PDF editing software

Document management systems

Project collaboration platforms

Job description

The Document Controller is responsible for the effective management, control, distribution, filing, tracking, and retrieval of project and company documents. The employee shall ensure that all project documents are properly registered, identified, reviewed, distributed, updated, archived, and maintained in accordance with the Company's document control procedures and project requirements. The Document Controller shall maintain strict confidentiality and ensure that project personnel are provided with the latest approved revision of documents at all times.

Key responsibilities

Establish and maintain an organized document control system for the project

Register, classify, file, distribute, and track project documents

Maintain document registers, transmittal registers, drawing registers, and other relevant logs

Receive and register incoming documents from the Consultant, Main Contractor, Subcontractors, Suppliers, Authorities, and other parties

Prepare and issue outgoing correspondence and documents through the appropriate transmittal system

Maintain the project's drawing register and technical document register and control the issue and revision of drawings, specifications, method statements, shop drawings, and material submissions

Maintain records of official project correspondence, letters, emails, notices, instructions, and replies

Maintain structured electronic folders and project databases using the Company's approved naming and filing conventions

Coordinate with Project Managers, Engineers, QA/QC personnel, Safety personnel, Site Supervisors, Procurement, Commercial, and Administration departments

Assist in preparing and distributing meeting agendas, minutes, and supporting documents and prepare document status reports for management

About you

Minimum Diploma or Certificate in Business Administration, Document Management, Information Management, Engineering Administration, or a related field

Previous experience as a Document Controller, Project Administrator, Project Clerk, or similar position is preferred

Experience in construction, engineering, infrastructure, or project-based environments is an advantage

Good command of English and Bahasa Malaysia

Good computer skills, particularly Microsoft Word, Excel, Outlook, and PDF editing software

Experience with document management systems or project collaboration platforms is an advantage

Strong attention to detail and accuracy

Able to work under pressure and meet deadlines

Ability to maintain confidentiality

Ability to work independently and coordinate with multiple departments

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