Document Controller @ KLIA Malaysia

Vanderlande Logistics Pte. Ltd. (Malaysia Branch); Sepang; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading logistics solutions provider in Sepang, Malaysia seeks a Document Control Specialist. This role involves managing project documentation for an airport baggage handling system, ensuring compliance with project requirements, and maintaining accurate records. The ideal candidate has a bachelor's degree in Quality Management or Business Administration, along with excellent IT skills and attention to detail. This role provides an opportunity to contribute to high-performance logistics solutions.

Qualifications

• Bachelor’s degree or equivalent in Quality Management, Business Administration, or a related field.
• Excellent IT skills, experience with Microsoft Office and Adobe Acrobat.
• Attention to detail and organizational skills.

Responsibilities

• Maintain Document Control List and manage documents as per project requirements.
• Ensure technical documents meet formal requirements before disclosure.
• Prepare and submit project templates and maintain accurate documentation.

Skills

Attention to detail

Excellent organizational skills

Good written communication

Good verbal communication

Proficiency in Microsoft Office

Proficiency in Adobe Acrobat

Education

Bachelor’s degree in Quality Management or Business Administration

Job description

Who are we?

We are a leading provider of innovative and high-performance solutions for airport logistics. Our portfolio includes products and solutions for baggage and cargo handling, high-end software for the digitalization of logistics processes as well as an extensive range of maintenance and services. Major customers include renowned airports and airlines around the globe.

Project Details

System Upgrade for Airport Baggage Handling System

Main Duties & Responsibilities:

1. Adhere to the established Document Control Process of the Project.
2. Maintain the Document Control List, including in and outgoing correspondence and the Project Submittal Plan.
3. Prepare and maintain the project templates for technical documents, contractual correspondence and any other forms required (e.g. RFI).
4. Validate all technical documents and contractual correspondence in relation to formal requirements before disclosure including completeness, readability, correct use of templates, formatting, etc.
5. Manage and control all technical documents and contractual correspondence regarding timely preparation and submission. Furthermore, manage receipt and distribution of documents according to the defined document control process.
6. Provide support to the team regarding document control topics. E.g. Latest submittal Revision, submission dates, upcoming submissions, latest incoming correspondence, etc.
7. Control the document workflows, approval processes and circulation durations. Inform the team early about deviations from the plan and follow up with the responsible person.
8. Print and file hard copies, store electronic copies and maintain document files and folders as required.
9. Support the project team in the official communication to the client including submission of RFIs, follow-up and maintain document comment sheets for due response and closeout of comments, finalization as well as submission and receipt of contractual correspondence, maintenance of related registers.
10. Prepare status and progress reports in consideration of applicable submission schedules, workflow statuses and required KPIs.
11. Ensures document deliverables and correspondence are generated, reviewed, approved, stored and distributed in time and in line with the applicable standards and regulations.

Experience, Qualifications & Skills:

1. Possess a bachelor’s degree, or equivalent qualification in Quality Management, Business Administration, or a related field.
2. Excellent IT skills, and experience of using software such as the Microsoft Office and Adobe Acrobat.
3. Attention to detail, excellent organizational skills, good written and verbal communication skills (English)