Document Controller (1 position)

Greenbayces; Malaysia; On-site; MYR 33,480 - 44,640; Full time

Job summary

Greenbayces in Malaysia is seeking a Document Controller responsible for managing, maintaining, and distributing project-related documents. You will ensure that all documentation is accurate and accessible, fulfilling compliance with industry standards.

Eligible candidates should have a diploma or bachelor’s in relevant fields and 2–5 years of experience in document control, preferably in construction or engineering. This position provides an annual salary range of RM 3,000.00 – RM 4,000.00.

Qualifications

• Minimum 2-5 years of experience as a Document Controller in relevant industries.
• Experience with large-scale construction projects is an advantage.

Responsibilities

• Manage project documentation and records systematically.
• Ensure document accuracy and accessibility for authorized personnel.
• Track document status and generate control reports.

Skills

Document management

Engineering drawings handling

Communication skills

Education

Diploma or Bachelor’s in Business Administration

Diploma or Bachelor’s in Construction Management

Diploma or Bachelor’s in Engineering

Diploma or Bachelor’s in Information Management

Job description

Position Title : Document Controller x 1
Department : Project
Report to : Project Director & Project Manager
Salary Range : RM 3,000.00 – RM 4,000.00

Job Summary

The Document Controller is responsible for managing, maintaining, tracking, and distributing all project-related documents and records in accordance with company procedures, client requirements, and industry standards. This role ensures that all project documentation is accurate, up-to-date, and readily accessible to authorized personnel.

Key Responsibilities

1. Document Management
   • Establish and maintain an effective document control system for project documentation.
   • Receive, register, categorize, and file all incoming and outgoing documents.
   • Ensure proper document numbering, revision control, and filing procedures.
   • Maintain both electronic and hard-copy records.
2. Drawing Control
   • Manage the receipt, distribution, and tracking of engineering and construction drawings.
   • Ensure only the latest approved drawings are issued and used on-site.
   • Maintain drawing registers and revision histories.
3. Document Distribution
   • Distribute project documents to clients, consultants, contractors, and subcontractors.
   • Prepare and maintain document transmittals.
   • Ensure documents are circulated according to the approved distribution matrix.
4. Document Tracking and Reporting
   • Update and maintain document registers and tracking logs.
   • Monitor document status, including
     • Submitted
     • Under Review
     • Approved
     • Approved with Comments
     • Rejected
   • Generate periodic document control reports for project management.
5. Project Records Management
   • Maintain project correspondence records, including letters, emails, and meeting minutes.
   • Archive completed project documents in accordance with company procedures.
   • Support internal and external audits by providing required documentation.

Qualifications

Education

• Diploma or Bachelor’s Degree in: Business Administration
• Diploma or Bachelor’s Degree in: Construction Management
• Diploma or Bachelor’s Degree in: Engineering
• Diploma or Bachelor’s Degree in: Information Management
• Diploma or Bachelor’s Degree in: Or related disciplines.

Experience

• Minimum 2–5 years of experience as a Document Controller in the construction, engineering, or infrastructure industry.
• Experience handling large-scale construction projects is an advantage.