Job Description

JOB PURPOSE

The Document Controller cum Admin is responsible for managing and maintaining all contractual, project, and administrative documentation within the Contracts & Procurement Department of Acre Works Sdn Bhd (AWSB). This role ensures that all records, correspondence, drawings, and reports are systematically organized, accurately maintained, and readily retrievable to support efficient project execution and compliance. The position upholds the company’s standards for document integrity, confidentiality, and traceability, while providing day-to-day administrative support to the Contract Manager and project teams. The incumbent plays a vital role in ensuring smooth documentation flow between internal departments, clients, consultants, suppliers, and subcontractors, aligning with AWSB’s core values of unity, safety, excellence, and responsibility.

KEY RESPONSIBILITIES

1.0 Document Control and Record Management

1.1 Maintain, organize, and update all project, contract, and procurement documents in both physical and electronic filing systems.

1.2 Ensure all documentation (correspondence, drawings, submittals, and reports) is properly numbered, labeled, and version-controlled according to AWSB standards.

1.3 Manage document transmittals, submissions, and approvals between AWSB, clients, consultants, and subcontractors.

1.4 Track and update document registers such as correspondence logs, drawing lists, and variation registers.

1.5 Monitor the accuracy, consistency, and completeness of document records and archives.

1.6 Support compliance audits by ensuring traceability and retrieval of required documentation.

1.7 Ensure timely distribution of controlled documents to authorized recipients only.

2.0 Administrative Support

2.1 Provide general administrative assistance to the Contract Department including scheduling meetings, preparing minutes, and handling correspondence.

2.2 Maintain filing systems, contract registers, and document logs for easy reference.

2.3 Prepare summaries, reports, and trackers for contract documentation, tenders, and claims.

2.4 Support preparation of payment certificates, progress reports, and procurement documentation when required.

2.5 Handle communication with internal departments, clients, and vendors regarding document submissions, clarifications, and acknowledgments.

2.6 Maintain confidentiality of sensitive legal, financial, and contractual information.

3.0 Compliance and Quality Control

3.1 Ensure all document control processes comply with company procedures, ISO standards, and project requirements.

3.2 Verify that only approved and current documents are in circulation.

3.3 Support internal audits and follow up on documentation-related non-conformities.

3.4 Assist in maintaining contract document templates and standard formats.

3.5 Report any discrepancies or non-compliance issues to the Contract Manager for corrective action.

4.0 Coordination and Communication

4.1 Act as the central contact point for document control within the department and between project teams.

4.2 Liaise with Procurement, Finance, Project, and HR departments to ensure alignment of documentation and data consistency.

4.3 Support document flow and record updates for variation orders, insurance, warranties, and contract correspondences.

4.4 Coordinate with site offices to ensure proper document submission and filing consistency across all projects.

5.0 Anti-Bribery Compliance

5.1 Understand, apply, and comply to anti-bribery & corruption management system and 

policies.

5.2 Report any violation to anti-bribery & corruption policy through whistleblowing channels. 

6.0 Continuous Improvement

6.1 Contribute to the development and implementation of improved document control systems and procedures.

6.2 Participate in internal training to enhance knowledge of contract documentation and project administration.

6.3 Recommend practical solutions for improving record management efficiency.

6.4 Support initiatives to digitalize documentation and reduce paper-based filing systems.

Job Requirements

a) Diploma or Bachelor’s Degree in Business Administration, Quantity Surveying, Construction Management, or related field.

b) Minimum 2–4 years of experience in document control, project administration, or office coordination, preferably in the construction industry.

c) Proficient in Microsoft Office (Excel, Word, PowerPoint) and document management systems.

d) Familiar with ISO documentation standards and filing protocols.

e) Good understanding of project document workflows and communication procedures.

f) Strong organizational skills with meticulous attention to detail.

g) Ability to maintain confidentiality and handle sensitive information with discretion.

h) Strong interpersonal and communication skills.

i) Able to multitask, prioritize workloads, and meet tight deadlines.

j) Demonstrates accountability, teamwork, and a proactive attitude.

Skills