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Project Administrator Document Controller

3 weeks ago

Shah Alam, Malaysia PILOT Construction Sdn. Bhd. Full time

**Position**:Project Administrator cum Document Controller

**Report to**:Project Manager

**Responsibilities**:

- Overall coordination of controlled documentation for the respective project, within the Company and project undertaking.
- Manage incoming and outgoing correspondence for project site.
- Maintain, update and compile daily, weekly and monthly records and reports, including delivery orders and sub-contractor’s claim with date received stamp and thereafter to scan a softcopy for site records and compile hardcopy to be sent to the respective department at the HQ.
- Assist QAQC, MEP departments and/or sub-contractors for shop drawings, sample and catalogue, work method statement submission.
- Update the summary list of project documentation submission and approval status in the progress report and the Autodesk/Aconex system which include submission of shop drawings, sample and catalogue, work method statement complete with checklist, Request for Inspection, NCR, etc on weekly basis.
- Ensure all documents including replied RFIs, revised construction drawings and approved shop drawings and approved method statements have been received and read by respective parties.
- Prepare, maintain and update master work program including financial & physical S-curve, manpower and machinery schedule.
- Update the weekly and monthly project progress.
- Maintain confidentiality of sensitive information and terms of agreement.
- Update, control and improve document control procedures.
- Ensure all document controls comply with ISO procedures.
- Design templates for documents, file types, and document databases. Review and update technical documents (e.g. manuals and workflows).
- Conduct at every month end document audits confirming they are current and accurately reflect recorded evidence. Ensure revised documents are accessible.
- Prepare ad-hoc reports on projects as needed and create templates for future use.
- Attend progress meetings, technical meetings, staff meetings, sub-contractor meetings and take minutes.
- Update weekly and monthly summary attendance to HQ before the monthly cut-off date.
- Implement Company’s IMS manual and continuous improvement to maintain quality records as per IMS manual and SOPs.
- Compile and maintain IMS documentation.
- Support internal and external audits, coordinate activities and ensure timely response to documentation requests for auditors.
- Investigate and respond to corrective actions related to Document Control, Training and External Standards.
- Maintain a systematic filing system for easy access, trace documents in an efficient manner.
- Undertake other related jobs and or duties assigned from time to time as directed by the Project Manager or Board of Directors.

**Job Requirements**
- Diploma/Degree in Administration Management or its equivalent.
- Must be a CIDB green card holder.
- Minimum two (2) years working experience in document control, in similar position or related working experience.
- Good communication and organizing skills, self-motivated, reliable, good time management and able to work under pressure, efficient, initiative, responsibilities, independent and able to meet tight deadlines.
- Analytical, oriental details and strong writing skills.
- Proficient in Autodesk or Aconex system (advantage).
- Proficiency in English and Malay.

**Benefits**:

- Maternity leave
- Professional development

Schedule:

- Day shift

Supplemental pay types:

- Performance bonus