Administrative Officer - Document & Records Coordinator

OPTIMUM INFOSOLUTIONS (M) SDN BHD; Kuala Lumpur; On-site; MYR 22,000 - 36,000; Full time

Job summary

OPTIMUM INFOSOLUTIONS (M) SDN BHD is seeking a Clerical Officer to provide efficient administrative support to the JP1 department by following standardised procedures and organisational policies. This role focuses on accurate document management, record keeping and smooth day-to-day operations.

Key tasks include collecting mail, scanning and distributing documents via aNota/eReview, and maintaining inventory records for IT equipment and assets.

Qualifications

• SPM or equivalent academic qualification.
• At least 2 years of experience in office administration.
• Experience in document management, data entry and data mining.
• Strong attention to detail and the ability to manage large volumes of documents, records and data accurately.
• Good communication skills, particularly when dealing with external parties.
• Ability to use shared folders, SharePoint and other office systems for document and record management.

Responsibilities

• Provide general administrative support, including collecting mail from the Mail Unit.
• Scan, record and distribute documents through aNota/eReview to the relevant divisions.
• Record backlog documents from Compactus that are identified for disposal or archiving in accordance with Arkib Negara and JHM guidelines.
• Assist supervisors with lodging electronic copies of documents in shared folders and SharePoint.
• Maintain accurate inventory records for IT equipment, paintings and other departmental assets.
• Maintain staff movement records in the Kijang.Net directory, Microsoft Teams and WhatsApp.
• Maintain records of staff attending local and overseas external courses and training.
• Assist the Senior Supervisor and Deputy Director with coordinating and managing the yearly budget.
• Support the management of department-wide events, including recognition programmes, teambuilding activities, Hari Raya celebrations and Chinese New Year celebrations.
• Assist the Department Risk Officer with managing relevant systems and folders and safeguarding documents in line with organisational policies.
• Handle data entry, record keeping, departmental reporting and other administrative tasks accurately and on time.

Skills

General admin

Data entry

Data mining

Attention to detail

Communication skills

Organisational skills

Team player

Education

SPM or equivalent

Tools

SharePoint

Microsoft Teams

WhatsApp

Kijang.Net

Job description

OPTIMUM INFOSOLUTIONS (M) SDN BHD is seeking a Clerical Officer to provide efficient administrative support to the JP1 department by following standardised procedures and organisational policies. This role focuses on accurate document management, record keeping and smooth day-to-day operations.

Key tasks include collecting mail, scanning and distributing documents via aNota/eReview, and maintaining inventory records for IT equipment and assets.