document controller cum project admin

4 days ago

Kota Kinabalu, Sabah, Malaysia Skye Vista Development Sdn Bhd Full time

DOCUMENT CONTROLLER CUM PROJECT ADMIN

CONSTRUCTION DIVISION

Job description:

  • Maintain and organize all contract-related documents, drawings, and correspondence in both physical and electronic formats.
  • Ensure proper filing, archiving, and retrieval systems for project and contract documentation in accordance with company procedures.
  • Control and monitor document flow between internal departments, consultants, clients, and subcontractors.
  • Prepare, maintain, and update document registers, transmittals, and tracking sheets to ensure accurate document traceability.
  • Implement and maintain a standard document numbering and revision control system to ensure that only the latest approved versions of documents are issued and used.
  • Monitor and track the status of document submissions and approvals (e.g., drawings, material submittals, RFIs, and correspondence).
  • Maintain and manage all incoming and outgoing transmittals, letters, and memos, ensuring proper record-keeping and timely distribution.
  • Support the contract and project teams by ensuring timely access to updated drawings, specifications, and approvals.
  • Ensure confidentiality and secure handling of all sensitive and contractual information.
  • Maintain full compliance with company policies, quality procedures, and ISO documentation standards (ISO 9001 QMS).
  • Assist in internal and external audits by ensuring documents are traceable and properly maintained.
  • Prepare meeting agenda and record minutes of meeting for internal meetings and interim meeting with contractors.
  • Coordinate project close-out documentation, including as-built records, O&M manuals, warranties, and handover files.
  • Ensure proper archiving and backup of all completed project and contract documentation in accordance with record retention policies.
  • Liaise with HR / Admin department to ensure data integrity, backup, and system accessibility for authorized users.
  • Support document control process improvement initiatives

Requirement:

  • Diploma or Degree in Administration, Business, Engineering, or related field.
  • 3–5 years experience as a Document Controller.
  • Data Center construction experience is a Plus.
  • Strong understanding of document control processes QA/QC requirements, and ISO standards
  • Attention to detail with strong organizational and coordination skills.
  • Ability to work independently and handle multiple priorities under pressure
  • Base at Kepayan, Kota Kinabalu, Sabah
  • Possess valid driving license
  • One (1) full position available

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