Document Controller Data Administrator

Exentec; Selangor; On-site; MYR 56,000 - 89,000; Full time

Job summary

Jora Malaysia is seeking a skilled Document Controller cum Data Administrator to manage and safeguard project records and company documents. You will maintain databases, generate routine and ad hoc reports, and support data migration and system updates to ensure data accuracy and accessibility.

The role requires 2–5 years of related experience, proficiency with MS Office and SharePoint/Autodesk Vaults, and a strong focus on data integrity within ISO-aligned procedures.

Qualifications

• 2-5 years of experience in document control or data administration.
• Experience in construction, engineering, manufacturing, or oil & gas a plus.
• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Experience with document management systems SharePoint, Autodesk Vaults, SQL or similar.
• Strong database and record management skills.

Responsibilities

• Manage, organize, and maintain all project and company documents.
• Register, track, distribute, and archive incoming and outgoing documents.
• Ensure documents are numbered, categorized, version-controlled, and approved.
• Maintain document registers, transmittal logs, drawing logs, and tracking systems.
• Coordinate with project teams, consultants, vendors, and clients on submissions.
• Monitor review and approval status for timely processing.
• Prepare document transmittals and maintain distribution records.
• Archive completed project documents and ensure retrievability.
• Ensure ISO/compliance with quality procedures and MDM requirements.
• Maintain and update project databases, records, and management systems.
• Verify data accuracy in company systems and generate reports.

Skills

Document control

Data administration

Record management

SQL basics

Excel

Tools

SharePoint

Autodesk Vaults

SQL

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The Document Controller cum Data Administrator is responsible for managing, controlling, and maintaining company documentation and project records while ensuring data accuracy, integrity, and accessibility. The role supports project teams by organizing documentation workflows, maintaining databases, generating reports, and ensuring compliance with company procedures and quality management systems.

II. RESPONSIBILITIES

• Manage, organize, and maintain all project and company documents in accordance with document control procedures.
• Register, track, distribute, and archive incoming and outgoing documents.
• Ensure documents are properly numbered, categorized, version-controlled, and approved before release.
• Maintain document registers, transmittal logs, drawing logs, and document tracking systems.
• Coordinate with project teams, consultants, vendors, and clients regarding document submissions and revisions.
• Monitor document review and approval status to ensure timely processing.
• Prepare document transmittals and maintain records of distribution.
• Archive completed project documents and maintained retrieval systems for future reference.
• Ensure compliance with ISO standards, company quality procedures, and document management requirements
• Maintain and update project databases, records, and management systems.
• Verify, validate, and ensure accuracy of data entered company systems.
• Generate routine and ad hoc reports for management and project teams.
• Compile Engineering progress data and prepare performance dashboards.
• Manage electronic filing systems and ensure proper data backup procedures.
• Support data migration, cleansing, and system updates when required.
• Maintain confidentiality and security of sensitive company and project information

III. QUALIFICATIONS

• 2-5 years of experience in document control, data administration, project administration, or related roles.
• Experience in construction, engineering, manufacturing, oil & gas, or project-based environments is an advantage.
• Proficient in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Experience with document management systems SharePoint, Autodesk Vaults, SQL or similar platforms.
• Strong database and record management skills.
• Ability to generate reports and perform basic data analysis.
• knowledge of document control standards and procedures