Project and Document Controller

Project & Document Management Service Assistant

Position Summary (Short Brief)

The Project & Document Management Service Assistant is responsible for providing administrative, documentation, inventory, and operational support to TMS (Threading & Manufacturing Services) activities. The role ensures the effective management of project documentation, accurate record keeping, material tracking, inventory control, and coordination between operational teams to support smooth day-to-day business activities. This position plays a key role in maintaining document integrity, operational compliance, and efficient information flow across departments.

Job Description

1. Document Control & Record Management

Maintain and manage all project and operational documentation in accordance with company procedures.

Ensure proper filing, indexing, storage, retrieval, and archiving of documents.

Control document revisions and ensure only the latest approved versions are distributed and used.

Monitor document status and maintain document registers and tracking logs.

Coordinate with internal departments to collect, review, and distribute project-related documents.

Support internal and external audits by providing required documentation and records.

2. Administrative Support

Provide daily administrative support to TMS operations and project teams.

Prepare reports, presentations, correspondence, and operational documentation.

Manage departmental records, meeting minutes, schedules, and action trackers.

Assist in organizing operational meetings and follow up on assigned actions.

Support data entry and maintain the accuracy of operational databases.

3. Project Support

Coordinate project documentation throughout the project lifecycle.

Monitor project documentation progress and ensure timely submission of required records.

Assist project teams in compiling project reports, completion dossiers, and customer documentation packages.

Support project close-out activities and document handover processes.

4. Inventory & Warehouse Administration

Support warehouse inventory management and stock control activities.

Maintain inventory records and ensure stock transactions are accurately documented.

Assist in conducting inventory counts, cycle counts, and stock reconciliations.

Monitor material movements and update inventory records accordingly.

Coordinate with warehouse personnel to ensure inventory accuracy and availability.

5. Data Management & Reporting

Generate periodic reports related to document control, inventory status, and operational activities.

Maintain tracking systems and databases for projects, inventory, and records management.

Analyze and verify data accuracy before report submission.

Provide administrative support for KPI monitoring and operational performance reporting.

6. Compliance & Continuous Improvement

Ensure compliance with company procedures, quality standards, and document control requirements.

Support implementation of ISO and other management system requirements related to records and documentation.

Identify opportunities for process improvement to enhance efficiency and effectiveness.

Promote good housekeeping and documentation practices within the department.

7. Cross-Functional Coordination

Work closely with Operations, Warehouse, Logistics, Supply Chain, Quality, and Project teams.

Facilitate communication and information sharing among relevant stakeholders.

Ensure timely completion of documentation and administrative requirements to support business operations.

Job Requirements

Education

Minimum Diploma (D3) degree in any discipline.

Candidates with Senior High School (SMU/SMK) qualifications may be considered if they possess a minimum of 5 years of relevant experience in Document Control.

Experience

Minimum 2 years of experience in administrative support, document control, project administration, or related functions.

Previous experience in Document Control is preferred.

Experience in warehouse inventory management and stock control will be an advantage.

Experience in manufacturing, oil & gas, OCTG, or industrial service environments is preferred.

Proficient in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.

Knowledge of document control systems and document management processes.

Understanding of inventory management and stock control principles.

Familiarity with ERP systems or inventory management software is an advantage.

Ability to prepare reports, maintain databases, and manage records accurately.

Understanding of project documentation…