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.

Technical Competencies

• 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 workflows and filing systems.

Soft Skills

• Strong organizational and time management skills.

• Excellent attention to detail and accuracy.

• Good communication and interpersonal skills.

• Ability to handle confidential information professionally.

• Strong coordination and multitasking abilities.

• Problem-solving mindset and proactive attitude.

• Ability to work independently and as part of a team.

Working Requirements

• Willing and able to work on a shift schedule.

• Able to work in a warehouse, operational, or manufacturing environment when required.

• Flexible and capable of supporting urgent operational requirements.

Preferred Qualifications

• Knowledge of OCTG (Oil Country Tubular Goods) products.

• Familiarity with ISO management systems and quality documentation requirements.

• Experience using ERP systems such as SAP, Oracle, or equivalent platforms.

• Basic understanding of warehouse operations, logistics processes, and material traceability.