Document Controller

Job Title: Document Controller (Full-Time) 

Location: Kuala Lumpur, Melaka

Department: [Project / Construction / Engineering / Hospital Projects] Employment Type: Full-time, Permanent

Role summary:

The Document Controller is responsible for managing, organising, and controlling all project and corporate documentation to ensure accuracy, consistency, and traceability throughout the document life cycle. This role supports project teams and management by ensuring timely access to updated documents and strict compliance with internal procedures and regulatory requirements.

Key responsibilities:

Implement, maintain, and continuously improve the document control system, procedures, and workflows for electronic and hard copy documents.

Receive, review, register, and distribute project documents (e.g. drawings, specifications, contracts, RFIs, method statements, reports, permits, correspondence) in a timely manner.

Assign and manage document numbers, revisions, and version control to ensure only current and approved documents are in circulation.

Maintain accurate and up-to-date document registers, logs, and filing structures for all incoming and outgoing documentation.

Ensure proper formatting, completeness, and compliance of documents with company standards and project requirements before issuance.

Coordinate document submissions to clients, consultants, contractors, and authorities, and track approvals, comments, and resubmissions.

Retrieve and provide documents promptly to project teams and stakeholders, maintaining a clear audit trail of access, changes, and approvals.

Conduct periodic document audits to ensure adherence to document control procedures and identify gaps or non-compliance.

Support preparation of reports, trackers, and dashboards related to document status, outstanding submissions, and approvals.

Liaise with IT or system administrators on configuration, access rights, and troubleshooting of document management platforms.

Qualifications and experience:

Diploma or Degree in Business Administration, Engineering, Construction Management, or related field.

Approximately 2–5 years of experience in document control, project administration, or similar role, preferably in construction, engineering, oil & gas, manufacturing, or healthcare projects.

Experience working in a project-based environment with multiple stakeholders, consultants, and contractors.

Familiarity with Malaysian project practices, standards, and basic regulatory documentation is an advantage.

Skills and competencies:

Proficiency in document management systems (e.g. Aconex, SharePoint, Procore, or equivalent) and strong MS Office skills (Word, Excel, Outlook).

Strong organisation and filing skills, with high attention to detail and accuracy in data entry and document handling.

Good understanding of document control principles: numbering, revision control, transmittals, and archiving.

Ability to manage high volumes of documents and work under tight deadlines in a fast-paced project environment.

Effective communication skills to interact with project managers, engineers, site teams, clients, and external parties.

High level of integrity, confidentiality, and accountability in handling sensitive and contractual documents.

Working conditions:

Full-time, office-based role with potential visits to project sites when required.

Opportunity to work for an international client in a fast-paced working environment.

Standard working hours, with occasional overtime to meet project submission or tender deadlines.

Interested candidates are invited to email their resume to kreynold@gabrielhunters.com. Only shortlisted candidates will be notified.