Document Controller Data Administrator

Exentec Services Malaysia Sdn. Bhd.; Shah Alam; On-site; MYR 60,000 - 110,000; Full time

Job summary

Exentec Services Malaysia Sdn. Bhd. is seeking a Document Controller cum Data Administrator to manage company documents and project records, ensuring data accuracy, integrity, and accessibility.

You will organize workflows, maintain databases, generate reports, support data migration, and uphold ISO standards and quality procedures across projects.

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.

Responsibilities

• Manage, organize, and maintain all project and company documents per control procedures.
• Register, track, distribute, and archive incoming/outgoing documents.
• Ensure proper numbering, categorization, version control, and approval prior to release.
• Maintain document registers, transmittal logs, drawing logs, and tracking systems.
• Coordinate with project teams, consultants, vendors, and clients on submissions/revisions.
• Monitor review/approval status to ensure timely processing.
• Prepare document transmittals and record distribution.
• Archive completed documents and maintain retrieval systems.
• Ensure ISO, quality procedures, and DMS compliance.
• Maintain/update project databases, records, and management systems.
• Verify, validate, and ensure data accuracy in company systems.
• Generate routine and ad hoc management/project reports.
• Compile engineering progress data and prepare dashboards.
• Manage electronic filing and data backup procedures.
• Support data migration, cleansing, and system updates as needed.
• Maintain confidentiality and security of sensitive information.

Skills

Document control

Data administration

Project administration

Microsoft Office

SharePoint

Autodesk Vaults

SQL

Data analysis

Tools

SharePoint

Autodesk Vaults

SQL databases

Job description

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

What can I earn as a Document Controller