Document Controller

**Document Controller - Malaysia**

**Your Role**: The Document Controller plays a vital role in ensuring the efficient management, control, and tracking of all project documents. This position is responsible for maintaining the document schedule, managing timely and accurate submissions to the client in the required format, receiving and expediting document approvals, promptly highlighting any delays, and ensuring that all records are up-to-date and accurately reflect the latest revisions.

**What You'll Do**:
**Primary Point of Stakeholder Management**:

- Serve as the single, authoritative point of contact for all matters related to project documentation, ensuring clear communication channels between internal teams, clients, and vendors
- Working with project stakeholders, develop the project Master document Schedule (MDS), with document name, number, scheduled submission

**Official Correspondence**:

- Oversee and facilitate all official document-related exchanges between the organization, clients, and vendors, upholding professional standards in all interactions

**Standard Audit Compliance**:

- Maintain comprehensive transcripts and records of all document submissions and receipts, ensuring a complete and auditable trail for every transaction
- Oversee documentation processes to ensure compliance with client, company, and regulatory standards, including confidentiality and data protection

**Customer interface**:

- Close collaboration including attending regular design review meetings with customer design team and ensure design compliance, timely submission/revision, review / approval of drawing by client.

**Access Control**:

- Ensure appropriate access rights are granted to project team members, balancing operational needs with document security and confidentiality requirements

**Document Repository Management**:

- Establish and manage a structured repository for all project documents, including contractual, engineering, financial, and other relevant records, ensuring secure and efficient storage and retrieval

**Documentation & Submission**:

- Develop, monitor, and update the document schedule in collaboration with project teams to ensure deliverables align with project milestones and client expectations
- Prepare, review, and submit documents to clients in the specified formats, ensuring strict adherence to deadlines and project protocols

**Approval Management**:

- Receive and track client feedback and approvals, proactively expedite documents when necessary to mitigate bottlenecks or potential delays
- Promptly identify and highlight any delays in document reviews, submissions, or approvals to project management and relevant stakeholders, facilitating timely remedial action

**Status and Revision Control**:

- Maintain a comprehensive and up-to-date log of all project documents, including status, revision history, and approval records, ensuring the team always references the latest approved information, documents, and drawings.
- Systematically archive all documents per company and project requirements, supporting efficient retrieval and audit readiness

**Reporting and Dashboards**:

- Produce regular reports and dashboards providing visibility into document status, progress, outstanding actions, and key performance metrics for project management and leadership

This position requires office-based work with occasional travel within the APAC region.

**Your Experience**:

- Bachelor’s Degree in Business Administration, Engineering, Construction Management, or a related field.
- Min 5 to 10 years of professional experience within an engineering company, with at least 3 years in document control or a similar role.
- Proven ability to manage communications and document exchanges with customers and vendors, including large volumes (around 1,000 documents with multiple revisions and transmissions).
- Strong organizational, time-management, and attention to detail skills.
- Familiarity with document management systems (DMS) and electronic filing platforms.
- Excellent communication and interpersonal skills; fluency in English required
- Experience liaising between cross-functional project teams such as procurement, engineering, project management, and finance.
- Discretion and integrity in handling confidential and sensitive engineering documents.

**Bonus Skills**
- Background in industrial or building automation for Data Centre projects.
- Strong organizational, time-management, and attention to detail skills.
- Familiarity with document management systems (DMS) and electronic filing platforms.

**Why ATS?** At ATS, you'll be part of a successful and dynamic team, delivering solutions that directly improve our customers' performance. We offer a competitive salary and a full range of benefits.

**Location**: Cyberjaya, Malaysia office

**About Us**: ATS Global is a leading independent solution provider specializing in industrial and process automation, IT, and quality. With over 35 years of e