Lead Document Controller

OFS Malaysia is a subsidiary of Offshore Frontier Solutions Pte. Ltd. (OFS), a MODEC Group company in Malaysia. Role : Lead Document Controller. Based at KL Eco City, Kuala Lumpur, Malaysia.

Role Purpose

To perform the lead role for more complex project document control activities with diligence. To supervise all related activities of the project DC team. To train new DC team members. Interfaces with Suppliers’ & Sub-contractors’ coordinators and Project Management team on project document deliverable requirements with integrity. To handle other system processes with full knowledge of client’s project requirements.

Key Accountabilities

• Document Control Team Management – Oversee DC team in receiving, processing, controlling, and maintaining Engineering and Supplier documents into the EDMS systems (MODEC & Client). Train DC team to safeguard data reliability by verifying data input integrity. Manage DC team’s maintenance of records and files, create / revise forms, and verify information. Organize an efficient paper and electronic filing system and ensure quick retrieval of documents. Train DC team members on system processes and documentation procedures.
• Reporting and Communication – Create, run, and distribute standard and customized periodic / internal and external (Client and Suppliers) reports. Communicate and follow up document control requirements with Suppliers and Subcontractors. Update the master document register on actual status from EDMS data and issue applicable document deliverables to Sub-contractors / Fabricators.
• Document Update and Expediting – Ensure documents are updated and filed timely to maintain latest copies. Help expedite vendor documentation deliverables. Issue vendor document status reports per project requirements. Organize meetings with Suppliers’ and subcontractors’ coordinators and / or DC team to resolve issues or non-conformance.
• Supplier Compliance and Work Distribution – Ensure Suppliers’ compliance with SDRL specification by participating in Kick-Off Meetings. Assign and distribute work among the Document Controllers and administer an organized method to meet targets on time.
• Client Liaison and Procedure Updates – Liaise with Client’s DC team or coordinator as required for complex project requirements. Update document control procedures as necessary. Prepare and update project-specific forms and templates. Represent the department in Company, Client, and Regulatory audits related to project documentations.
• Recruitment and Training – Assist the DC Manager in recruitment and training of Document Controllers within the project team. Handle performance reviews. Participate in Company, Class, and Client audits. Lead / supervise Document Controllers in locations outside the MODEC main office.
• Teamwork and Performance Monitoring – Foster good teamwork. Maintain KPIs for document controllers and ensure timely document issuance. Ensure DC team follows the DC process checklist before sending documents.
• Departmental Meetings and Improvements – Participate in DC department meetings to provide progress updates and propose improvements.

Qualifications

Degree or Diploma.

Technical Competencies

Seniority level

Employment type

Job function

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