Associate Document Control

Tun Razak Exchange; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading property development firm in Kuala Lumpur is seeking a Document Management Specialist to oversee effective document management processes in procurement and contract management. The role involves managing correspondence, standardizing filing systems, and ensuring proper archiving of documents. Candidates should hold a Diploma or Degree in Document Management and have a minimum of 3 years of relevant experience, along with strong computer literacy. This position offers an opportunity to ensure systematic document practices within the organization.

Qualifications

• Minimum 3 years of working experience in document management in a property development or consulting firm.
• Knowledge and working experience in handling documents for project and procurement and contract management.

Responsibilities

• Manage and handle incoming and outgoing Procurement and Contract Management related correspondences and documents.
• Maintain a consistent document control system of Procurement and Contract Management related documents.
• Manage and maintain a document archiving system for easy retrieval and tracking.

Skills

Document management

Good computer literacy

Education

Diploma / Degree in Document Management

Job description

Job Purpose

• Managing effective and efficient document management in contractual context.
• Providing standard document management Standard of Procedure to be follow by all level.
• Supporting to other parties internal and external in providing document and information related to the project.

Key Responsibilities

Manage and handle incoming and outgoing Procurement and Contract Management related correspondences and documents, including invoices and claims.

• Registering all incoming & outgoing correspondences and ensure proper filing (both hardcopy & softcopy) for easy retrieval and references.
• To monitor and track all consultant and contractor submission thru EDMS for register and archive.

Manage and maintain a consistent, effective and efficient document control system (both hardcopy and softcopy) of Procurement and Contract Management related correspondences and documents.

• To standardized folder and filing system in department server for departmental references.
• Established register for respective type of documentation for easy tracking and retrieval of the information.

Manage and maintain a consistent, effective and efficient document archiving system of Procurement and Contract Management related correspondences and documents.

• Ensuring all Procurement and Contract Management related document is properly archive for easy retrieval.

Support Procurement and Contract Management team on circulation of the department related document for internal approval.

• Register all document for circulation to track the approval level and avoid missing document during approval circulation.
• Communicate effectively with document originators, users and project team regarding document status, retrieval, and any other request.

Support Procurement and Contract Management team in Tender Collection.

• Assist in Pre-Qualification and Tender exercise in document preparation, collection of the document by tenderer and filing all the related document/form during the exercise.

Support Procurement and Contract Management team on stamping of contract document by LHDN.

Support Procurement and Contract Management team on retrieval of Procurement and Contract Management related document for audit purposes.

Maintaining Approved Vendor List

• Maintaining and update Approved Vendor List.

Provide early alarm on expiry of insurance and performance.

• To track and monitor the expiry date for insurance for every Contract/Package/Works and informed the PIC the expiry date for early action to PIC to request from respective parties

REQUIREMENTS

• Diploma / Degree in Document Management
• Minimum 3 years of working experience in document management in a property development or consulting firm.
• Knowledge and working experience in relevant in handling document for project and procurement and contract management.
• Good computer literacy.