Project Admin Cum Document Controller

Xin Networks; Selangor; On-site; MYR 72,000 - 108,000; Full time

Job summary

Xin Networks is seeking a capable Document Controller cum Site Administrator to manage the full document control lifecycle on our construction projects in Malaysia. You will receive, register, number, distribute, track and archive drawings, reports and correspondence, while maintaining robust filing systems and supporting site administration.

The role requires a Diploma or higher in a relevant field and at least 3 years of experience in document control or project administration within

Qualifications

• Diploma or higher in engineering/records management.
• Minimum 3 years of document control or site administration experience.
• Understanding of document control in construction/EPC projects.
• Familiar with RFI, method statements, drawings submission and filing.
• Strong attention to confidentiality and accuracy.

Responsibilities

• Manage and control project documents including drawings, submissions and reports.
• Establish and maintain registers and trackers for transmissions, changes and handovers.
• Enforce revision control and withdraw superseded drawings.
• Coordinate document flow between project team, client, consultant and contractor.
• Support submissions, approvals and reminders for overdue documents.
• Classify, organize and maintain project records and correspondence.
• Prepare and archive meeting minutes and technical documents.
• Maintain quality and construction records and certificates.
• Assist with local approvals and statutory compliance requirements.
• Prepare final project documentation including as-built drawings and manuals.
• Manage electronic and hard-copy filing and backup systems.
• Support site office administration and general coordination.
• Oversee accommodation arrangements for foreign workers on site.

Skills

Document control

Registers & trackers

Revision control

Coordination

Submission support

Records management

Meeting minutes

Filing & archiving

Office administration

English communication

Mandarin communication

Education

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

Tools

Microsoft Word

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