Contract Document Controller

About the role

We are seeking a Contract Document Controller to manage and organize all contract and project-related documents. The role involves maintaining proper filing systems, version control, and document distribution in compliance with company procedures and ISO standards, ensuring timely and accurate support to the contract and project teams.

Key Responsibilities

• 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.
• Assist in the preparation of tender documentation, progress claims, variation submissions, and other contract administration records.
• 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.
• 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 and assist in training internal staff or subcontractors on document submission procedures

Qualifications & Requirements

• Minimum SPM or equivalent qualification; Diploma or higher in a related field (e.g., Business Administration, Construction Management, or Engineering) is an advantage.
• Prior experience in document control, contract administration, or the construction environment is an advantage.
• Computer Skills: Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Language Skills: Good command of written and spoken English and Bahasa Malaysia.
• Strong organizational, record-keeping, and filing skills.
• High attention to detail, accuracy, and version control discipline.
• Ability to multitask, prioritize, and work independently with minimal supervision.
• Strong communication and teamwork abilities to coordinate with project, contract, and quality teams.

About Us

EHSAN BINA GROUP is an equal-opportunity employer and values diversity in the workplace. With over 30 years of experience, we have a proven track record of delivering high-quality projects and exceptional customer service. Our company is guided by a strong set of values, including integrity, innovation, and a commitment to sustainability. We pride ourselves on fostering a collaborative and inclusive work culture, where our employees are empowered to grow and thrive.

• If you are interested in this exciting opportunity, please apply now