Senior Project Documentation Controller

QM Services; Penang; On-site; MYR 67,000 - 100,000; Full time

Job summary

QM Services in Malaysia is seeking an experienced Document Controller to establish and maintain a comprehensive document control system for all project documentation. You will coordinate with project managers, engineers, and stakeholders to ensure timely submission and approval of documents.

You will manage the flow of drawings, specifications, procedures, and reports between internal teams and external vendors, log and archive records, monitor status, and prepare transmittals.

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.

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

Project administration

Aconex

SharePoint

Organizational skills

Attention to detail

Written communication

Verbal communication

MS Office

PM software

Education

Bachelor’s degree (Business Administration, Engineering, or related field)

Tools

Aconex

SharePoint

MS Office

Project management software

Job description

QM Services in Malaysia is seeking an experienced Document Controller to establish and maintain a comprehensive document control system for all project documentation. You will coordinate with project managers, engineers, and stakeholders to ensure timely submission and approval of documents.

You will manage the flow of drawings, specifications, procedures, and reports between internal teams and external vendors, log and archive records, monitor status, and prepare transmittals.