Documentation Officer

Woh Hup Group; Kuala Lumpur; On-site; MYR 45,000 - 78,000; Full time

Job summary

Woh Hup Group in Kuala Lumpur is seeking a regulatory document controller to manage document control, regulatory submissions, and correspondence logs. You will maintain archives, track licenses, and ensure compliance across internal and external authorities.

The role requires meticulous attention to detail, proficiency in Microsoft Office and EDMS/SharePoint, and the ability to coordinate across departments while handling confidential information.

Qualifications

• Bachelor’s Degree in a related discipline.
• 2–4 years of relevant experience in document control or regulatory documentation.
• Experience in construction, engineering, property development or infrastructure is advantageous.
• Proficient in Microsoft Office; EDMS/SharePoint experience is a plus.
• Strong attention to detail and ability to maintain records with confidentiality.

Responsibilities

• General regulatory coordination, correspondence management, record maintenance, and regulatory tracker updates.
• Document control management, including versioning, indexing, secure storage, and archive maintenance.
• Manage regulatory documentation and records for filing, traceability, confidentiality, and compliance.
• Maintain regulatory registers, license validity records, and authority communication logs.
• Assist in preparation, compilation, and tracking of regulatory submissions, approvals, and follow-ups.
• Support audits, inspections, and compliance reviews by ensuring documentation accuracy and readiness.
• Coordinate internal document requests related to regulatory matters.
• Disseminate authority communications and compliance requirements to stakeholders timely.

Skills

Document control

Regulatory documentation

EDMS / SharePoint

Microsoft Excel

Attention to detail

Multitasking

Written & verbal communication

Bilingual communication

Education

Bachelor's degree

Tools

EDMS

SharePoint

Job description

• General regulatory coordination, correspondence management, record maintenance, and regulatory tracker updates.
• Document control management, including versioning, indexing, secure storage, and maintenance of the regulatory document archive and correspondence logs.
• Manage all regulatory documentation and records to ensure proper filing, traceability, confidentiality, and compliance with internal document control procedures.
• Maintain up-to-date regulatory registers, approval matrices, license validity records, and authority communication logs.
• Support preparation, compilation, and tracking of regulatory submissions, approvals, and follow-ups.
• Assist in audit, inspection, and compliance reviews by ensuring documentation accuracy, completeness, and readiness.
• Coordinate internal document requests and retrievals related to regulatory and statutory matters.
• Ensure timely dissemination of authority communications, approval conditions, and compliance requirements to relevant stakeholders.

Requirements:

• Bachelor’s Degree in Business Administration, Management, Construction Management, Engineering, Legal Studies, Records Management or a related discipline.
• Preferably 2–4 years of relevant experience in document control, regulatory documentation, compliance administration or project documentation.
• Experience within the construction, engineering, property development or infrastructure industry would be an advantage.
• Familiar with document control processes, including document numbering, version control, indexing, filing, archiving, retrieval and maintaining document registers.
• Experience maintaining regulatory submissions, licences, permits, approval records, authority correspondence and compliance trackers would be advantageous.
• Strong attention to detail with the ability to ensure documentation is accurate, complete, traceable and properly maintained.
• Good organisational and time management skills, with the ability to manage multiple documents, deadlines and follow up actions simultaneously.
• Proficient in Microsoft Office, particularly Excel, Word and Outlook; experience with electronic document management systems (EDMS) or SharePoint would be an advantage.
• Good written and verbal communication skills in English and Bahasa Malaysia, particularly for correspondence and coordination with internal stakeholders and external authorities.
• Able to handle confidential and sensitive documentation with appropriate discretion.
• Proactive and systematic, with good follow up skills and the ability to work independently while coordinating across different departments.