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Document Controller
3 weeks ago
**Key Job Responsibilities**
Responsible for the timely, accurate and efficient preparation and management of documents. Control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments.
**KEY RESPONSIBILITIES**
- Preparation of Monthly Management Meeting minutes and ISO Management Review Meeting minutes
- Preparation & arrangement for ISO Internal and External Audits.
- Manage organizational documentation through the document life cycle.
- Maintain organizational documents and the document management system.
- Work with in-house departments to identify and investigate the need for documents of various types.
- Ensure that organizational documents go through a documented and approved review and approval process before being stored.
- Analyzes and controls all documentation related to business activities within contractual requirements and Company procedure (including confidentiality).
- Participates in the development, maintenance and improvement of departmental and sustainability document control work processes.
- Handles and registers all out-going and incoming transmittal according to sustainability document control procedure.
- Collects information for reports, prepare and issue as directed periodical work report as required by internal stakeholders
- Ensure the security, accessibility and proper distribution of organizational documents.
- Plan and conduct meetings and presentations related to document management.
- Able to create document fixed formats for templates.
- Maintain updated records of all approved documents and their distribution clearly.
- Work with all departments to put and place a Management of Records system to compliment the Document Management system and meet the Project team requirement.
- Controlling the forms used to record data onto records and ensuring the records stay controlled as they are used, stored and preserved
- Shall be responsible for all duties necessary to create, edit, review, upload, copy, scan etc, to ensure Document Management is functional and successful.
- Manage the coordination and hand back documentation to the client/user.
- Represent the Company document management working groups.
- Undertake any other ad hoc projects/duties assigned by the HOD/Management
**JOB REQUIREMENT**
- Minimum 1-2 years relevant experience in a similar role in Document control and record management, preferably in Construction and Renewable Energy companies
- Possess good knowledge in document control and management processes and standards and ISO standards.
- Pleasant personality, with good written and verbal communication and interpersonal skills
- Able to work independently with minimum supervision and able to work under pressure.
- Ability to identify, map and manage processes
- Excellent communication skills, both written and verbal
- Ability to work under pressure and meet timescales
- Manage resources where applicable
- Practical and Logical approach
- Systematic and able to work under pressure
- Meticulous and able to follow through with tasks promptly
- Able to work independently as well as in a team
**Job Types**: Full-time, Contract
Contract length: 12 months
**Salary**: RM2,500.00 - RM4,000.00 per month
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Kuala Lumpur: Reliably commute or planning to relocate before starting work (required)
**Education**:
- Diploma/Advanced Diploma (required)
**Experience**:
- Document management systems: 1 year (required)
Willingness to travel:
- 75% (required)
