Supervisor, Document Control Centre (DCC)

Malaysia Marine & Heavy Engineering; Pasir Gudang; On-site; MYR 40,000 - 60,000; Full time

Job summary

An engineering firm in Malaysia is seeking a detail-oriented professional to manage vendor documentation. This role involves verifying compliance and quality of documents, enhancing document management processes, and ensuring efficient filing and retrieval systems. Candidates should have a diploma or certificate with relevant experience in document handling. The position requires both independent and collaborative work to ensure that all documentation meets corporate policies and regulatory requirements.

Qualifications

• Diploma with 3 years’ experience or Certificate with 5 years’ experience.

Responsibilities

• Manage vendor documentation ensuring quality and compliance.
• Verify accuracy of documents before submission.
• Improve document management processes and optimize efficiency.
• Ensure compliance with document control policies.

Education

Diploma Qualification in any Field

Certificate Qualification in any field

Job description

JOB PURPOSE

Execute the end-to-end management of vendor documentation by systematically receiving, logging, and verifying accuracy, quality, and compliance with project specifications, corporate policies, and regulatory requirements; ensuring timely and controlled distribution for project and client reviews through designated databases with proper transmittals; and managing the receipt, validation, and redistribution of commented or approved copies for supplier incorporation.

JOB RESPONSIBILITIES

• Execute document handling activities within assigned projects or departments, to ensure adherence to filing, tracking, and retrieval procedures. The position requires a balance of independence and collaboration, assisting others while maintaining personal accountability for assigned responsibilities.
• Tracking the status of documents to ensure deadlines and quality standards are met. Documents are verified for accuracy, completeness, and compliance before submission, and records and filing systems are regularly inspected to maintain consistency and reliability. Ensuring all documentation aligns with organizational policies and regulatory requirements.
• Resolves day‑to‑day document‑related issues independently and prevents potential errors by proactively checking for inconsistencies or gaps.
• Efforts to improve existing document management processes, optimize filing and retrieval systems efficiency, and refine procedures based on feedback, audits, or operational observations. Initiates minor process enhancements to support team productivity and compliance.
• Arrange and control tasks within the scope, scheduling routine document submissions, reviews, and internal checks of document flow to prevent misplacement. Effective workflow management ensures smooth operations and accountability.
• Reporting on document status and progress, attending package weekly progress meeting and follow up by email on reporting document status, clarifies document requirements, resolves discrepancies, and communicates procedural guidance. Presenting and proposing observations or issues clearly and professionally.
• Ensuring compliance with document control policies and standards. Implements best practices to safeguard document integrity, confidentiality, and security, and observe safety and compliance protocols during handling, storage, and movement of documents. This ensures that all document operations meet organizational and regulatory expectations. Competent workforce of all levels that meet the required competency & performance.

REQUIREMENTS

• Diploma Qualification in any Field / Certificate Qualification in any field.
• Diploma Qualification with 3 years’ experience / Certificate Qualification with 5 years’ experience.