Project Admin & Document Controller

Signature Cabinet Sdn Bhd; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading project management firm in Kuala Lumpur is seeking a detail-oriented Project Admin cum Document Controller to manage project documentation throughout its lifecycle. The ideal candidate should have a degree in Business Administration or related fields, with at least 3 years of document control experience, and proficiency in Microsoft Office Suite. This role involves coordinating with Project Managers, ensuring document compliance, and maintaining organized filing systems, offering a competitive salary and various employee benefits.

Benefits

Performance bonus & yearly salary adjustment

Opportunities for career development

Comprehensive medical & health insurance

Staff purchase discounts

Various staff activities and social events

Qualifications

• Min 3 years of experience in document control, preferably in project management or construction.
• Familiar with industry document control standards and systems.

Responsibilities

• Manage, track, and update all project documents.
• Prepare and distribute meeting minutes for project-related meetings.
• Coordinate with Project Managers and stakeholders on document submissions.

Skills

Attention to detail

Project coordination

Communication skills

Organizational skills

Education

Degree in Business Administration, Project Management, or related field

Tools

Microsoft Office Suite

Job description

About the role

We are seeking a detail-oriented Project Admin cum Document Controller (Senior Executive level) to manage the full lifecycle of project documentation. This role ensures all documents are properly organized, distributed, tracked, and filed according to company standards. You will support Project Managers by coordinating document submissions, preparing meeting minutes, monitoring correspondence, and keeping management updated on documentation status.

What you’ll be doing

• Manage, track, and update all project documents with proper naming, numbering, and filing practices.
• Implement and maintain document control procedures and ensure compliance with company standards.
• Ensure timely distribution of drawings, contracts, reports, and other project documentation to relevant stakeholders.
• Maintain organized digital and physical filing systems, ensuring easy retrieval and confidentiality of sensitive documents.
• Prepare and distribute meeting minutes for project-related meetings (e.g., kick-off, coordination, progress meetings).
• Coordinate and follow up with Project Managers, internal teams, and external parties on document submissions and correspondence.
• Monitor project documentation deadlines and ensure adherence to SOPs and established lead times.
• Provide regular updates to General Managers on documentation progress, outstanding items, approvals, and potential delays.
• Support general project administration tasks and perform any other duties assigned by management.

What We’re Looking For

• Degree in Business Administration, Project Management, Information Management, Engineering, or related field.
• Min 3 years of experience in document control, preferably within project management, construction, or ID fit-out industry.
• Proficient in Microsoft Office Suite particularly on Microsoft Excel.
• Familiar with industry document control standards and systems commonly used in construction/engineering.
• Hands‑on experience handling project documents such as contracts, drawings, reports, correspondence, and change orders.
• Strong organizational skills with high attention to detail and accuracy.
• Good coordination, communication, and follow‑up skills.
• Ability to work independently and manage multiple deadlines efficiently.

What We Offer

At SIGNATURE, we are committed to providing our employees with a rewarding and supportive work environment. In addition to a competitive salary, we offer a range of benefits, including:

• Rewards in performance bonus & yearly salary adjustment
• Opportunities for career development and further training
• Comprehensive medical & health insurance coverage
• Staff Purchase Discounts up to 50% on Company products
• Various staff activities and social events

Application

Your application will include the following questions:

• Which of the following types of qualifications do you have?
• Which of the following statements best describes your right to work in Malaysia?
• How many years' experience do you have as a Document Controller?
• What's your expected monthly basic salary?
• Which of the following Microsoft Office products are you experienced with?