Document Control Officer

About the role

This role involves managing incoming and outgoing correspondence, ensuring proper document handling, formatting, and filing procedures are followed across all departments and sites.

Key responsibilities

• Register all incoming and outgoing correspondence into Summary of Incoming & Outgoing Correspondence as per procedure on the server
• Circulate documents and follow up on the circulation process on a daily basis
• Ensure proper formatting of outgoing correspondence, site memos, internal memos and inter-office memos as per procedure across all departments and the site
• Ensure delivery of documents to the receiving party by courier or by hand
• Ensure all acknowledgement slips of documents sent out by the courier company are returned
• Scan all documents received from external parties, record these accordingly and save them onto the server
• Cross check the Summary of Incoming & Outgoing Correspondence between HQ and Site and tally every fortnightly by the 18th and 3rd of each month
• File all correspondence in the appropriate files in accordance with the Filing Code

About you

• Minimum Certificate / Diploma in Document Management or relevant field
• Fresh Graduates / Minimum 1 year of relevant working environment and field experience in project management
• Possess good knowledge in data organization and management process
• Able to work independently handling technical documents with minimum supervision
• Systematic, proficient typing and editing skills, ability to work independently and work as a team
• Computer literate with IT skills in Microsoft Office including Outlook, Excel, Words and PowerPoint
• Good command in both written and spoken language i.e Bahasa Malaysia and English