DOCUMENT CONTROLLER CUM ADMIN ASSISTANT

BEAKS CONSTRUCTION SDN. BHD.; Ipoh; On-site; MYR 20,000 - 29,000; Full time

Job summary

BEAKS CONSTRUCTION SDN. BHD. is seeking an Administrative and Document Control Specialist to manage day-to-day project office activities and support coordination across teams.

You will maintain records, assist the Project Manager, and prepare meeting minutes while ensuring proper document control and compliance with ISO standards. Knowledge of EDMS and strong organizational skills are essential for success in this role.

Qualifications

• Experience in construction industry is an advantage.
• Strong organisational skills and attention to detail.
• Proficient in Microsoft Office and document management.

Responsibilities

• Manage day-to-day project office administration and support for office coordination (DO scanning, MRF issuance, filing, meetings, supplies).
• Maintain administrative records and filing systems.
• Assist Project Manager and project team with project-related duties.
• Prepare Minutes of Meeting and maintain related records.
• Support ISO, audit, and records management activities.
• Coordinate with consultants, subcontractors and other stakeholders on admin/doc control matters.
• Ensure timely submission and traceability of project documents.

Skills

Document control

Office admin

MS Office

EDMS familiarity

Audit readiness

Tools

EDMS

Job description

Manage day-to-day project office administration and provide support for office coordination, including scanning of Delivery Orders (DO)(Subcon’s Claim, issuance of Material Request Forms (MRF), filing, meetings, office supplies, and other general administrative requirements.

Maintain proper administrative records and filing systems.

Provide administrative support to the Project Manager and project team, and perform other related duties as assigned by the Project Manager or relevant management.

Compile and maintain Minutes of Meeting for internal staff meetings and related records, where required.

2. Document Control

Manage the receipt, registration, distribution, tracking, and filing of project documents, drawings, transmittals, correspondence, and other project records.

Maintain document registers, revision records, and proper control of hardcopy and electronic documents.

Maintain project documents and records in the designated EDMS and ensure timely uploading, updating, distribution, and follow-up with relevant parties.

Ensure documents are properly identified, controlled, filed, and readily retrievable when required.

Monitor document submission status and follow up on outstanding or overdue submissions.

Coordinate the compilation of project progress reports by collecting relevant updates and supporting documents from the project team, and ensure timely submission to the relevant parties.

3. ISO, Audit & Records

Maintain project records in accordance with company procedures and applicable ISO management system requirements.

Assist in preparing, retrieving, and compiling documents and records required for internal and external audits, inspections, and management reviews.

Ensure records are properly maintained to support document traceability, compliance, and audit requirements.

4. Safety & ESH Documentation

Assist the project team in maintaining required safety and ESH documentation and records for inspections, audits, reporting, and other project requirements.

Ensure relevant safety and ESH records are properly filed and readily retrievable when required.

5. General Project Support

Coordinate with project personnel, consultants, subcontractors, and other relevant parties on administrative and document control matters.

Provide administrative and document control support to facilitate smooth project operations.

Perform other duties as assigned by the Project Manager or Management.

Good organisational skills with strong attention to detail and accuracy.

Proficient in Microsoft Office and familiar with EDMS and electronic filing systems.

Good understanding of document control, filing, tracking, and revision control.

Basic knowledge of ISO management systems, audit requirements, and project documentation.

Good communication, coordination, follow-up, and time management skills.

Able to manage multiple tasks, meet deadlines, and work independently or as part of a project team.

Basic awareness of workplace safety and ESH requirements.

Experience in the construction industry is an advantage.