Document Control Officer

Position: Document Control Officer/Secretary
Report to: CEO
Company: Eastfound Malaysia Sdn Bhd
Location: Lot 3972, Mukim Jeram Batu Pekan Nanas, 81500 Pontian, Johor, Malaysia
Employment Type: Full-time
Working days : 5 days (Monday to Friday) 8.30am to 5.30pm

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About Eastfound Malaysia Sdn Bhd
Founded in 1999, Eastfound Group has become a leading high-tech enterprise specializing in the research, development, production, and sales of logistics and storage solutions. Our extensive product range includes Wire Decking, Pallet Racking Accessories, Intermediate Bulk Containers, Wire Containers, Roll Cages, Conveyor Rollers, Modular Conveyor Units, and Fixed Photovoltaic Mounting Structures.
These solutions are crucial to industries such as supermarkets, logistics, and agriculture. With 90% of our output exported to regions like North America, Europe, and Japan, we prioritize quality, sustainability, and compliance with international standards such as ISO9001 and EU ROHS.

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Responsibilities

• Assist in preparing and maintaining company records, registers, and statutory filings in compliance with SSM and other relevant regulatory requirements.
• Assist in preparing board resolutions, meeting minutes, and other company secretarial documents for review and approval.
• Manage company seal, including its custody, usage records, and administration in accordance with company policies and legal standards.
• Maintain a database of legal and corporate documents, including contracts, licenses, and trademarks, and track renewal and expiry dates.
• Liaise with regulators, external company secretaries, auditors, and relevant authorities on corporate or legal matters.
• Coordinate with internal departments to ensure documentation and activities comply with corporate governance, data protection, and company policies.
• Provide administrative support such as scheduling meetings, preparing reports, and managing confidential records and correspondence.
• Perform other ad-hoc administrative or support tasks as assigned.

Requirement

• Minimum 2 years experience in document control or corporate secretarial roles.
• Possession of a Malaysian Chartered Secretary certificate will be an added advantage.
• Strong organizational skills with attention to detail and accuracy.
• High level of confidentiality, professionalism, and teamwork.
• Good written and verbal communication skills in English.

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Benefits

• Panel Clinic & Accident Insurance
• Attendance Allowance
• Meal Allowance
• Transport Allowance
• Annual Leave
• Staff Hostel Accommodation