Administrative Compliance Officer

5 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Hunters International Sdn Bhd Full time

About the Job:

We are seeking an experienced and skilled Document Control Executive to join our team. The successful candidate will be responsible for supervising and managing the Document Control Officer, ensuring the effective handling of documentation, and overseeing the preparation, management, and control of documents.

Key Responsibilities:

  • Supervise and manage the Document Control Officer to ensure the effective handling of documentation.
  • Oversee the preparation, management, and control of documents, including numbering, sorting, filing, storing, and retrieval of both electronic and physical records.
  • Manage the documentation processes for both the HQ Team and Project Team, ensuring consistency and accuracy.
  • Ensure prompt and proper responses to external correspondence and monitor the close-out progress with relevant teams.
  • Maintain the confidentiality and security of sensitive documentation.
  • Ensure that document copying, scanning, and storage tasks are carried out by the Document Control Officer.
  • Create templates for documentation processes and use.
  • Handle requests for documentation and ensure timely delivery.
  • Supervise the physical and digital filing of documents, ensuring proper storage practices are followed by Document Controllers.
  • Review and maintain the accuracy of records, updating and editing as necessary.
  • Liaise with and distribute project-related information to the HQ Team, Project Team, and external parties, as needed.
  • Prepare and present ad-hoc reports on projects when required.
  • Attend various client and stakeholder meetings, including monthly client meetings, Site-HQ productivity meetings, authority meetings, and stakeholder meetings, and be responsible for minute-taking.
  • Provide training to HQ and Project Teams on document control systems and processes.
  • Monitor document auditing processes to ensure proper records management and compliance for HQ and Project Teams.
  • Ensure that all documentation in HQ complies with Safety and Health ISO standards and regulations.

Requirements:

  • A degree in Construction Management, Quantity Surveying, Law, Civil Engineering, or a related construction discipline.
  • 10 to 15 years of post-graduate experience in building and infrastructure construction projects.
  • Strong knowledge of document control systems and procedures.
  • Proficiency in Microsoft Office Suite (Outlook, Excel, Word).
  • Fluent in Bahasa Malaysia and English, both written and spoken.
  • Strong knowledge of Safety and Health ISO standards and experience in ensuring documentation compliance.
  • Excellent organizational, communication, and minute-taking skills.
  • Strong attention to detail with the ability to multitask effectively.
  • Ability to manage and prioritize multiple tasks efficiently.

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