Project Admin Cum Document Controller

Xin Networks (M) Sdn Bhd; Petaling Jaya; On-site; MYR 67,000 - 100,000; Full time

Job summary

Xin Networks (M) Sdn Bhd is seeking a Document Controller cum Site Administrator to manage the complete project document control process on a Malaysia construction site. You will receive, register, track and archive project documents and support site administration.

The role requires a Diploma or higher in a relevant field, at least 3 years of document control experience, and strong MS Office and English skills. Mandarin fluency is preferred for communicating with project personnel.

Qualifications

• Diploma or higher in Engineering Management, Civil Engineering, Construction or related.
• Minimum 3 years of experience in document control or project administration.
• Knowledge of document control procedures in construction/EPC projects.
• Proficient with MS Word, Excel, PowerPoint and PDF.
• Strong English; Mandarin/Chinese fluency preferred.

Responsibilities

• Manage and control project documents including drawings, design changes, technical submissions, RFIs, method statements, material submissions, sample submissions, inspection requests, test reports, meeting minutes, official correspondence, NCR and close-out documents.
• Establish and maintain project registers and trackers including drawing transmittal, RFI, method statement, material and equipment submission, inspection/test report, NCR close-out, design change, correspondence and handover registers.
• Strictly implement document revision and version control, ensuring only latest approved documents are available on site.
• Coordinate the receipt, submission and tracking of technical documents among project team, Client, Consultant, Designer, Superintending Officer, Main Contractor, Subcontractors and Suppliers.
• Support Technical, QA/QC, Construction and Commercial teams in document submissions and approvals; monitor submission status and overdue reminders.

Skills

Microsoft Word

Microsoft Excel

PowerPoint

PDF

Document control

Communication

Mandarin/Chinese (preferred)

Education

Diploma or higher in Engineering Management or Civil/Construction

Tools

Microsoft Word

Microsoft Excel

PowerPoint

PDF tools

Job description

The Document Controller cum Site Administrator manages the entire project document control process, including receiving, registering, numbering, distributing, circulating, tracking, filing and archiving project documents, drawings and technical information. This role establishes and maintains an effective project document control system and supports site administration functions on a construction project site in Malaysia.

Key responsibilities

Manage and control project documents including construction drawings, design changes, technical submissions, RFI, method statements, material submissions, sample submissions, inspection requests, test reports, meeting minutes, official correspondence, NCR and corrective action documents, as-built drawings and handover documents

Establish and maintain various project registers and trackers including drawing transmittal register, RFI register, method statement submission register, material and equipment submission register, inspection and test report register, NCR close-out register, design change register, correspondence register, and handover document register

Strictly implement document revision and version control, ensuring only the latest approved and valid drawings and technical documents are available for site use, and promptly withdraw or replace superseded documents

Coordinate the receipt, submission and tracking of technical documents between the project team and the Client, Consultant, Designer, Superintending Officer, Main Contractor, Subcontractors and Suppliers

Support the Technical, QA/QC, Construction and Commercial teams in document submissions and approvals, monitoring submission status and providing timely reminders for overdue documents

Classify, organize, review and maintain technical and project records including correspondence, forms, reports and project documentation

Prepare, register, distribute and archive project meeting minutes, technical meeting documents and important project correspondence

Collect, organize and maintain project quality and construction records including material certificates, inspection reports, test reports and inspection/approval documents

Assist in the collection, organization and filing of documents required for local Malaysian approvals and statutory compliance including CIDB, DOSH/JKKP, BOMBA and local authorities

Prepare, organize, check and compile final project documentation including as-built drawings, equipment documentation, operation and maintenance manuals, test reports, certificates, inspection records and handover documents

Manage both electronic and hard-copy project records, establishing proper folder structure, filing system and backup mechanism

Assist with site office administration and general office support including document filing and day-to-day administrative coordination

Assist in the daily management of foreign workers' accommodation, including room allocation, maintenance records and accommodation arrangements

About you

Diploma or above in Engineering Management, Civil Engineering, Construction, Building, Records/Document Management, English or other relevant disciplines

Minimum 3 years of experience in document control, project administration or document management within building construction, industrial projects or EPC projects

Good understanding of document control procedures in construction and EPC projects, with the ability to independently establish and maintain a project document control system

Familiar with common construction and engineering documents and their submission processes including RFI, Method Statement, Material Submission, Shop Drawing, Inspection Request, Test Report, NCR and As-Built Drawing

Strong understanding of document numbering, revision control and submission/approval status

Proficient in Microsoft Word, Excel, PowerPoint and PDF, with strong Excel skills and experience in maintaining project registers and trackers highly preferred

Good written and spoken English, able to understand and prepare common English engineering documents, emails, drawing titles and submission forms

Fluent in Mandarin/Chinese and able to communicate effectively in Chinese with Chinese-speaking project personnel

Detail-oriented, responsible and highly organized, with strong awareness of deadlines and confidentiality

Strong communication and coordination skills, proactive in following up with Technical, Construction, QA/QC, Commercial and other departments on document status and close-out

Unlock job insights

Xin Networks is a leading structured cabling specialist in Asia with over 10 years’ experience. We deliver comprehensive solutions for network infrastructure projects in data centres and the corporate, commercial, hospitality, industry, public and retail sectors.

We are authorised installers for the leading manufacturers in the industry and we have provided our services to many of the world’s leading blue chip companies and in many iconic buildings. To achieve our high standard of service and to retain our prestigious clients we employ a highly skilled, experienced and well-respected team and group of project managers.

We are also the first system integrators in Asia of the revolutionary Redwood Lighting Controls and Building Intelligence System and provide many other products to complement our structured cabling service.

Xin Networks is a leading structured cabling specialist in Asia with over 10 years’ experience. We deliver comprehensive solutions for network infrastructure projects in data centres and the corporate, commercial, hospitality, industry, public and retail sectors.

We are authorised installers for the leading manufacturers in the industry and we have provided our services to many of the world’s leading blue chip companies and in many iconic buildings. To achieve our high standard of service and to retain our prestigious clients we employ a highly skilled, experienced and well-respected team and group of project managers.

We are also the first system integrators in Asia of the revolutionary Redwood Lighting Controls and Building Intelligence System and provide many other products to complement our structured cabling service.

Xin Networks is a leading structured cabling specialist in Asia with over 10 years’ experience. We deliver comprehensive solutions for network infrastructure projects in data centres and the corporate, commercial, hospitality, industry, public and retail sectors.

We are authorised installers for the leading manufacturers in the industry and we have provided our services to many of the world’s leading blue chip companies and in many iconic buildings. To achieve our high standard of service and to retain our prestigious clients we employ a highly skilled, experienced and well-respected team and group of project managers.

We are also the first system integrators in Asia of the revolutionary Redwood Lighting Controls and Building Intelligence System and provide many other products to complement our structured cabling service.

What can I earn as a Document Controller