Position: Document Controller
Industry: Power & Energy
Working Duration: 19 months contract with PERSOLKELLY (Contract extension based on business needs)
Working Location: Nilai, Negeri Sembilan
Working Days/Hours: Monday to Friday (0830 to 1730)
Salary: Basic up to RM 6,000 with statutory contribution + leave entitlement + medical coverage
Job Description Summary
Document controller establishes a system in document management and/or complying with the document system implemented by client/owner to manage all type of documents defined in a project relates to submission, receive, distribution, safe keeping/storage throughout the entire project life cycle. In addition, document controller will also provide advice and guidance in enhancing the document control processes and document management systems.
Roles and Responsibility
- Being the point of contact of client relates to all type of documents submission, collection, distribution, filling, coordination of commented documents with internal stakeholders for updating and resubmission.
- Apply procedures in line with client’s document management system for distribution, filing, collect comments, and coordination of information flow to engineering documents for assigned project(s).
- Type of documents to handle, but not limited to, are:
➢ Drawings – Submission and Approval
➢ Drawings – Issued for Construction (IFC)
➢ Drawings – Site Marked Up
➢ Drawings – As-Built
➢ Inspection and Test Plan (ITP)
➢ Correspondences (Letter, emails, Memo, etc) – To/From clients; suppliers; subcontractors.
➢ Minutes of Meetings (MOM)
➢ Progress Reports
➢ EHS Reports
➢ Quality Reports
➢ Quality Documents (Request for Inspection, Inspection after arrival, Inspection after installation, Mechanical Completion Inspection prior to handover to testing phase, Non-Conformance Records, Punch List, Root Cause Analysis (RCA) Report, etc)
➢ Financial Reports
➢ Invoices and Claims – To Client; From suppliers/subcontractors.
➢ Method Statements
➢ Routine Test Reports (RTR)
➢ Factory Acceptance Test (FAT) Reports
➢ Site Acceptance Test (SAT) Reports
➢ Operation and Maintenance Manuals
➢ Spare Parts and Tool List – Handover to client
➢ Hardcopy and Softcopy As-Built documents
➢ Equipment Database
➢ Project Schedules
➢ Service and Maintenance Reports
➢ Any other documents not mentioned above.
- To utilise client’s and company document management software and procedures in handling all project related documents submission, collection, distribution and filling.
- Coordinate and expedites documents related activities by Vendors, Contractors, Engineering team.
- Classify, manage, organise, and update the Master Document List (MDL) with all the necessary status of all the documents timely.
- Receive, check, accurately record into Document Management System(DMS) and distribute all project drawings and documentation in an efficient and expeditious manner to respective engineers and/or other relevant stakeholders.
- Manage and maintains a system and procedures to track, trace and processing of documents such as correspondence, minutes, reports, drawings submission/approvals, payment requests, change notices, change orders, claims, requests for information, submittals, schedules, etc.
Job Qualifications:
- Diploma in either Engineering, Technical, Business/Administration, Education, Management,
- Business, Associates, Communication, Computer Science, Construction or equivalent from recognized institution.
- Minimum 3 years of working experience as a Document Controller successfully managing all type of documents for at least one (1) project from start to handover to customer.
- Experience and exposure in any practical online document management software will be an added advantage.
- Experience and exposure in substation project(s) will be an added advantage.
- Proficiency in Microsoft Office Applications (Microsoft Words, Excel, Power Point, etc).
- Excellent documents analysis/grouping, management, distribution/communication, organization and storage abilities.
- Excellent motivational skills and multitasking abilities.
- Preferred to have bilingual communication skill in both i. English and ii. Malay.
- Candidate must be self-motivated and able to work independently with minimal supervision.
- Able to work under pressure and tight deadlines.
Serious applicants may send your resume to Nursabrina_Zaidi@persolkelly.com
Only qualified candidates will be contacted for interview.
We thank you for your application.
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