POSITION VACANCY

Project Document Controller

LOCATION

Kuala Lumpur

Project Document Controller

 

HEGEL is seeking a Document Controller to prepare, manage and file documents for our projects reporting to our Document Control Manager. Document Controller responsibilities include typing contracts, archiving files and ensuring all team members have access to necessary documentation. You should have previous experience reviewing technical documents along with the ability to spot errors. Ultimately, you’ll support our procedures maintaining transparent, up-to-date and easily traceable records.

 

Location

 

Kuala Lumpur

 

Responsibilities

 

  • Receives, catalogues and stores hard copies and electronic copies of all technical drawings, reports and related information in an orderly manner, in line with policies and procedures

  • Allocates and controls the document numbering system for the project work

  • Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable

  • Responds promptly to requests to retrieve information, information searches and general requests for support from project/department personnel

  • Accurately updates information as required

  • Archives documentation in line with company and statutory document retention requirements

  • Develop systems so that they are standardised

  • Ensure that all records are up to date

  • Conduct company audits to ensure document procedure are being followed

  • Work with auditors to maintain ISO status

  • Distribute project-related copies to internal teams

  • Communicate and collaborate with project managers

  • Collect, scan and upload documents following a set of procedures
  • Ensure all technical documents, such as reports, drawings and blueprints, are collected and registered in the system

  • Notify personnel of updated document versions and how to access them

  • Work with documents and records across various departments, including human resources, marketing and construction

  • Check for accuracy and edit files to meet company documentation standard

  • File documents in physical and digital records

  • Create templates for future use
  • Retrieve files as requested by employees and clients

  • Manage the flow of documentation within the organisation

  • Maintain confidentiality around sensitive information

  • Prepare ad-hoc reports on projects as needed

 

Other Functions

 

  • Professional career development in specific areas of the company’s practice.

  • Other duties as assigned.

 

Education and Experience Requirements

 

  • 5 years’ experience in document or records management.

  • Experience in Construction Environment, specifically in the MEP field.

  • Detail-oriented and experience working with many file types

  • Ability to analyse data and come to conclusions

  • Great time management skills and can work independently without much guidance

  • Ability to follow procedures exactly

  • Great organisational skills and ability to communicate with team

  • Hands-on experience with MS Office and MS Excel and understanding of construction documents

  • Ability to find and preserve paper documents and knowledge of Electronic Document Management Systems (EDMS)

  • Proficient typing and editing skills with data organisation skills

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