Document Control Officer

Cantilever; Kuala Lumpur; On-site; MYR 22,000 - 39,000; Full time

Job summary

Cantilever in Kuala Lumpur is seeking a detail-oriented Document Management Assistant to register and circulate incoming and outgoing correspondence, ensure proper formatting and filing across departments.

The role requires a certificate/diploma in document management or a related field, with fresh graduates or up to 1 year of relevant experience, and strong IT skills including Outlook, Excel, Word and PowerPoint. Proficiency in Bahasa Malaysia and English is required.

Qualifications

• Certificate or Diploma in Document Management or related field.
• Fresh graduates or 1 year of relevant experience in project/document management.
• Strong data organization and management skills.
• Ability to work independently and as part of a team; proficient typing and editing.

Responsibilities

• Register all incoming and outgoing correspondence into Summary of Incoming & Outgoing Correspondence on the server.
• Circulate documents and follow up on the circulation process daily.
• Ensure proper formatting of outgoing correspondence, site memos and inter-office memos across departments.
• Ensure delivery of documents by courier or hand to the receiving party.
• Ensure acknowledgement slips are returned from couriered documents.
• Scan documents from external parties, record them, and save to the server.
• Cross-check the Summary of Incoming & Outgoing Correspondence between HQ and Site fortnightly, on schedule.
• File all correspondence in the appropriate files per Filing Code.

Job description

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