Document Controller – 18 – 24 months – Malaysia

Location:                                                      Malaysia

Start Date:                                                   September 2024

Company:                                                    Multinational conglomerate that produces fire, HVAC, and security equipment for buildings. As of mid-2019, it employed 105,000 people in around 2,000.

Responsibilities:

1. Establish and maintain a centralized document control system to manage project documentation, including drawings, specifications, contracts, permits, and correspondence.
2. Develop and implement document control procedures and workflows to ensure the timely creation, review, approval, distribution, and archiving of project documents in accordance with project requirements and industry standards.
3. Track the status and progress of project documents, including revisions, approvals, and distributions, using document control software or manual tracking systems.
4. Facilitate the distribution of project documents to internal and external stakeholders, ensuring that the correct versions are provided in a timely manner and maintaining accurate distribution logs.
5. Coordinate the review and approval process for project documents, ensuring that all revisions are properly reviewed, approved, and documented according to established procedures.
6. Facilitate the retrieval and retrieval of project documents as needed by project teams, subcontractors, clients, and regulatory agencies, maintaining organized and accessible document repositories.
7. Perform regular audits and quality checks on project documents to ensure accuracy, completeness, and compliance with project requirements and standards.
8. Maintain an organized system for archiving project documents upon project completion or as required by project specifications, ensuring that documents are stored securely and can be retrieved as needed for future reference.

Requirements:

1. Bachelor's degree in business administration, information management, engineering, or a related field (preferred).
2. Proven experience as a Document Controller or similar role, preferably in industrial construction projects.
3. Strong knowledge of document control principles, practices, and software systems, such as SharePoint, Procore, or Aconex.
4. Excellent organizational and time-management skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
5. Proficiency in Microsoft Office Suite, particularly Word, Excel, and Outlook.
6. Familiarity with document management standards and regulations, such as ISO 9001 or ISO 27001, is a plus.