Project Document Controller

QM Services (M) Sdn Bhd; Penang; On-site; MYR 50,000 - 80,000; Full time

Job summary

QM Services (M) Sdn Bhd is seeking an experienced Document Controller to establish and maintain a comprehensive document control system for complex projects. You will coordinate with project managers, engineers, and stakeholders to ensure timely submission and approval of documents, and manage flow between internal teams and external vendors.

You will log, track, and archive documents per project and client requirements, maintain revision registers, and ensure only latest approved versions

Qualifications

• Proven working experience in document control or project administration (5–8 years).
• Strong knowledge of document management systems (e.g., Aconex, SharePoint).
• Excellent organizational skills with attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office tools (Word, Excel, PowerPoint).
• Familiarity with project management software is a plus.
• Bachelor’s degree in Business Administration, Engineering, or related field, or equivalent work experience.
• Experience in documentation governance for data centre or large-scale construction projects.
• Ability to work under pressure and manage multiple priorities.

Responsibilities

• Establish and maintain a comprehensive document control system for all project documentation.
• Coordinate with project managers, engineers, and stakeholders to ensure timely submission and approval of documents.
• Manage the flow of documents including drawings, specifications, procedures, and reports between internal teams and external vendors.
• Ensure all documents are properly logged, tracked, and archived in accordance with project and client requirements.
• Monitor document status and maintain registers to track revisions, approvals, and distribution.
• Control issuance of documents to ensure only the latest approved versions are in circulation.
• Support project teams by preparing document transmittals, submittals, and correspondence.
• Maintain confidentiality and security of sensitive project information.
• Assist in audits and compliance checks by providing accurate documentation records.
• Develop and maintain templates, filing structures, and naming conventions for consistency.
• Generate periodic reports on document control activities and highlight outstanding submissions.
• Provide training and guidance to project staff on document control procedures.
• Liaise with clients and vendors to ensure documentation requirements are met.
• Continuously improve document management processes and tools to enhance efficiency.
• Perform other related duties as assigned by project management.

Skills

Document control

Organizational skills

Communication skills

Microsoft Office

Attention to detail

Education

Bachelor’s degree in Business Administration/Engineering or related field

Tools

Aconex

SharePoint

Job description

Establish and maintain a comprehensive document control system for all project documentation.

Coordinate with project managers, engineers, and stakeholders to ensure timely submission and approval of documents.

Manage the flow of documents including drawings, specifications, procedures, and reports between internal teams and external vendors.

Ensure all documents are properly logged, tracked, and archived in accordance with project and client requirements.

Monitor document status and maintain registers to track revisions, approvals, and distribution.

Control issuance of documents to ensure only the latest approved versions are in circulation.

Support project teams by preparing document transmittals, submittals, and correspondence.

Maintain confidentiality and security of sensitive project information.

Assist in audits and compliance checks by providing accurate documentation records.

Develop and maintain templates, filing structures, and naming conventions for consistency.

Generate periodic reports on document control activities and highlight outstanding submissions.

Provide training and guidance to project staff on document control procedures.

Liaise with clients and vendors to ensure documentation requirements are met.

Continuously improve document management processes and tools to enhance efficiency.

Perform other related duties as assigned by project management.

Qualifications

Proven working experience in document control or project administration (5–8 years).

Strong knowledge of document management systems and tools (e.g., Aconex, SharePoint, or equivalent).

Excellent organizational skills with attention to detail and accuracy.

Strong written and verbal communication skills

Proficiency in Microsoft Office tools (Word, Excel, PowerPoint).

Familiarity with project management software is a plus.

Bachelor’s degree in Business Administration, Engineering, or related field, or equivalent work experience.

Experience in documentation governance for data centre or large‑scale construction projects.

Ability to work under pressure and manage multiple priorities.

Job location: Central and North Malaysia.

Our Asia Pacific operation was established in 1998 in Singapore and it has since grown to include five (5) regional offices. We serve a wide variety of industry customers in this region with cost effective local resources. We strive to be single source cost effective local resource for facility owners, contractors, and vendors active in the industries we serve. Our facility services division has emerged as a leading provider of contamination control and construction related services in this part of the world.

QAM has earned a global reputation for innovation, accuracy, reliability and technical expertise. Our success lies with having the best and most talented people in our team. Join QAM and be part of the leading companies in our industry.

Our Asia Pacific operation was established in 1998 in Singapore and it has since grown to include five (5) regional offices. We serve a wide variety of industry customers in this region with cost effective local resources. We strive to be single source cost effective local resource for facility owners, contractors, and vendors active in the industries we serve. Our facility services division has emerged as a leading provider of contamination control and construction related services in this part of the world.

QAM has earned a global reputation for innovation, accuracy, reliability and technical expertise. Our success lies with having the best and most talented people in our team. Join QAM and be part of the leading companies in our industry.