PROJECT ADMIN CUM DOCUMENT CONTROLLER

IT Usaha Engineering; Gelang Patah; On-site; MYR 100,000 - 150,000; Full time

Job summary

A construction management firm in Malaysia is seeking a Document Control Specialist to maintain and organize contract-related documents and ensure proper record-keeping. The ideal candidate will have a diploma or degree in Administration, Business, or Engineering and 1-2 years of relevant experience. Proficiency in MS Office and document management systems is required. Strong organizational and communication skills are essential for this role. Opportunities may include travel within Johor for project coordination.

Qualifications

• Minimum 1–2 years of administrative or document control experience in construction.
• Proficient in MS Office (Word, Excel, PowerPoint).
• Computer literate and proficient in using project management software.

Responsibilities

• Maintain and organize all contract-related documents, drawings, and correspondence.
• Ensure proper filing, archiving, and retrieval systems.
• Control and monitor document flow within the project team.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in MS Office

Data Center construction experience

Education

Diploma or Degree in Administration, Business, Engineering or related field

Tools

Document management systems

Project management software

Job description

Responsibilities

• Maintain and organize all contract-related documents, drawings, and correspondence in both physical and electronic formats.
• Ensure proper filing, archiving, and retrieval systems for project and contract documentation in accordance with company procedures.
• Control and monitor document flow between internal departments, consultants, clients, and subcontractors.
• Maintain and manage all incoming and outgoing transmittals, letters, and memos, ensuring proper record‑keeping and timely distribution.
• Coordinate project close‑out documentation, including as-built records, O&M manuals, warranties, and handover files.
• Support the contract and project teams by ensuring timely access to updated drawings, specifications, and approvals.
• Ensure timely distribution of drawings, contracts, reports, and other project documentation to relevant stakeholders.
• Assist in compiling handover and close‑out documents upon project completion.
• Support general project administration tasks and perform any other duties assigned by management.

Requirements

• Diploma or Degree in Administration, Business, Engineering or related field.
• Minimum 1–2 years of administrative or document control experience in construction.
• Proficiency in MS Office (Word, Excel, PowerPoint) and document management systems.
• Data Center construction experience is a Plus.
• Computer literate and proficient in using project management software.
• Willing to travel within Johor, depending on management's arrangement.
• Attention to detail with strong organizational and coordination skills.
• Good communication skills, outgoing personality, aggressive & able to work under minimum supervision.