Site Document Controller cum Admin

IAQ Energy Facility Management Sdn. Bhd.; Kulim; On-site; MYR 47,000 - 67,000; Full time

Job summary

IAQ Energy Facility Management Sdn. Bhd. is seeking a dedicated Document Controller to establish and maintain master document control procedures in line with project requirements.

The role focuses on timely and accurate preparation of project documents and managing an electronic document control system to organize and categorize documents effectively. You will ensure proper naming, numbering and filing, maintain revision control, and coordinate distribution to the site construction team while

Qualifications

• Diploma required in a relevant field.
• Minimum 3 years as a Document Controller in the related industry.
• Proficient in MS Office applications.
• Experience with EDMS is an added advantage.
• Willing to travel or be stationed at Kulim project site.

Responsibilities

• Establish and maintain master document control procedures aligned with project requirements.
• Prepare and manage project documents accurately and in a timely manner.
• Implement and manage an electronic document control system for organized document categorization.
• Ensure proper naming, numbering and filing for easy retrieval.
• Maintain revision control; track workflows and formal submissions to Client/Owner’s Engineer.
• Distribute Approved drawings and documents to site construction team; remove superseded revisions to prevent rework.
• Maintain log for RFIs, Field/Design Change Notices.
• Track NCRs and close-out documentation.
• Coordinate document distribution to relevant stakeholders per protocols.
• Conduct regular audits to verify document accuracy and completeness.
• Collaborate with project teams to adhere to document control procedures and standards.
• Ensure documents demonstrate compliance with ISO 9001, 14001 and 45001 requirements.
• Generate reports on document status, distribution and outstanding issues.
• Maintain records of document control activities and prepare summaries as needed.
• Compile, organize and index final As-Built Documentation and Final Handover with the package owner.
• Facilitate QA/QC document compilation and system completion packages.
• Responsible for quality, safety, health and environmental management at workplace and project site.
• Undertake special assignments and related duties as assigned.

Skills

Document control

MS Office

EDMS

Stakeholder coordination

Education

Diploma in a relevant field

Tools

EDMS

Job description

IAQ Energy Facility Management Sdn. Bhd. – Kulim, Kedah

• Establish and maintain the master document control procedures in line with project requirements.
• Responsible for timely, accurate and efficient preparation and management of project documents.
• Implement and manage an electronic document control system to organize and categorize project documents efficiently.
• Ensure proper naming, numbering and filing of documents for easy retrieval.
• Ensure revision control; track workflows and formal submissions to the Client/Owner’s Engineer.
• Manage the distribution of Approved drawings and documents to site construction team, ensuring all superseded revisions are removed to prevent costly rework.
• Maintain log for Request for Information (RFI), and Field/Design Change Notice
• Track Non-Conformance Reports (NCR) and the associated close-out documentation.
• Coordinate the distribution of documents to relevant stakeholders, ensuring accuracy and compliance with distribution protocols.
• Perform regular audits to verify the accuracy and completeness of project documents.
• Work closely with project teams to ensure adherence to document control procedures and standards.
• Ensure all documents are maintained to demonstrate compliance to the ISO 9001, 14001 and 45001 requirements.
• Generate reports on document status, distribution and any outstanding issues.
• Maintain records of document control activities and prepare summaries as needed.
• Compile, organize and index the final As-Built Documentation and Final Hand Over with the package owner.
• Facilitate the compilation of the Quality Assurance/Quality Control (QA/QC) documents and system completion packages.
• Accountable for the quality, safety, health and environmental management and performance at the workplace and project site.
• Undertake special assignments, ad hoc functions and related duties as assigned.

Requirements: -

• At least a Diploma in a relevant field.
• At least 3 years working experience as Document Controller in the related industry.
• Able to operate MS Office application.
• Experience with EDMS will be added advantages.
• Willing to travel or station at project site (Kulim).