Document Management & Records Administration (1 Year Contract)

The Pacific Insurance Berhad; Kuala Lumpur; On-site; MYR 33,000 - 54,000; Full time

Job summary

The Pacific Insurance Berhad in Kuala Lumpur, Malaysia, is seeking a Document Management & Records Administration specialist on a 1 year contract. You will support the EDMS initiative, digitize documents, index records, and manage off-site storage with Iron Mountain, ensuring accuracy and confidentiality across all records workflows.

Responsibilities include scanning, indexing, quality checks, file movement tracking, and data entry for records updates.

Qualifications

• Experience in records management, administration, document control, file management, or clerical support is an advantage.
• Strong attention to detail and accuracy.
• Basic computer literacy including Microsoft Office applications.
• Able to maintain confidentiality of sensitive records.
• Ability to effectively use web-based portals, databases, and software applications.

Responsibilities

• Prepare, sort, and organize physical documents for scanning.
• Scan/upload claims, policy, correspondence, and operational documents into the EDMS.
• Index and classify scanned documents according to filing standards.
• Upload scanned documents and link to claim records.
• Perform quality checks for completeness, legibility and indexing accuracy.
• Resolve scanning errors and identify missing or duplicate documents.
• Maintain and organize physical files and track file movements.
• Coordinate archival/off-site storage transfers with Iron Mountain.
• Data entry and records updates related to document management.

Skills

Attention to detail

Microsoft Office

Confidentiality

Web portals & databases

Records management

Clerical support

Iron Mountain

Tools

Iron Mountain

Job description

Document Management & Records Administration (1 Year Contract)

The Pacific Insurance Berhad – Kuala Lumpur, Kuala Lumpur

Responsible for supporting the department's Electronic Document Management System (EDMS) initiative and records management activities, including document preparation, scanning, indexing, file tracking, records archiving, and coordination of physical file movement. The role ensures accurate digitization of documents, proper records maintenance, and efficient management of off-site storage activities through Iron Mountain.

Key responsibilities

Prepare, sort, and organize physical documents for scanning.

Scan/upload claims, policy, correspondence, and operational documents into the EDMS.

Perform indexing and classification of scanned documents according to established filing standards.

Upload scanned documents and ensure proper linkage to claim records.

Conduct quality checks to ensure documents are complete, legible, and accurately indexed.

Resolve scanning errors and identify missing or duplicate documents.

Maintain and organize physical claims and operational files.

Track file movements between departments and maintain accurate file registers.

Prepare files for archival and off-site storage and coordinate file transfers to and from Iron Mountain.

Perform data entry and records updates relating to document management activities.

Requirement:-

Experience in records management, administration, document control, file management, or clerical support is an advantage.

Strong attention to detail and accuracy.

Basic computer literacy including Microsoft Office applications.

Able to maintain confidentiality of sensitive records.

Ability to effectively use a range of web-based portals, databases, and software applications to support day-to-day operations.