Document Controller

4 days ago


Ipoh, Perak, Malaysia YTL Cement Group Full time

Job Description

In this role, you will assist the General Manager, Technical Engineer, Project Manager and Plant Managers in establishing and maintaining a structured document control system throughout the project lifecycle – from initiation and implementation to closing and operations & maintenance (O&M) stages of small waste heat electricity power generation plants.

Job Responsibilities

  • Receive, log, track and circulate incoming and outgoing project documents, including but not limited to drawings, reports, site memos, project documentations, contracts, meeting minutes, transmittals, approval correspondence, site forms, O&M manuals, O&M records, etc.
  • Ensure traceability and integrity of documentation by implementing document control procedures aligned with company policies
  • Ensure documents are timely and accurately named, indexed, and stored for easy retrieval by the team
  • Maintain both electronic and hardcopy filling systems as required
  • Coordinate with project team, technical team, management, and contractors for document review and approvals
  • Ensure drawings and technical documents are properly tracked and marked with revision numbers and approval statuses
  • Distribute relevant documents to appropriate teams and stakeholders
  • Maintain all records for audit purposes
  • Track document expiry dates and ensure timely updates for permits, contracts, and reports
  • Maintain confidentiality of sensitive project information
  • Ensure document security measures and backups are in place to prevent loss
  • Generate periodic reports and reminders on document control activities, status, and issues
  • Ensure a smooth handover of all required documents to the operations and maintenance teams through comprehensive project closeout reports and documentation packages
  • Provide administrative support for project-related tasks as needed.

Job Requirements

  • Diploma/degree in Business Administration, Office Administration, Engineering Documentation, Project Management, or Information Management
  • Fresh graduates are welcome to apply. Experienced candidates with good SPM results and at least two years of working experience are also encouraged to apply
  • Proficient in document management systems and related software, including Microsoft Office. Familiarity with Autodesk is an advantage
  • Strong problem-solving skills and attention to detail
  • Strong interpersonal and communication skills with the ability to work under tight deadlines and manage large volumes of documents
  • Ability to work with colleagues across disciplines and gain cross-functional knowledge and experience
  • Able to travel and work remotely, with reliable personal transportation
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