Documentation Specialist

Seven Star; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading service provider in Kuala Lumpur is seeking a Documentation Specialist. This role involves managing processes related to visa applications, ensuring documentation is accurate and efficient. The ideal candidate will have 4-5 years of experience in administration, fluency in Mandarin, English, and Malay, and strong organizational skills. Join us to provide excellent service to our clients while maintaining high standards in documentation processes.

Qualifications

• 4–5 years of experience in office administration, operations support, or documentation processing.
• Experience in customer service or knowledge of mediation and conflict resolution is preferable.

Responsibilities

• Verify accuracy and completeness of client documents before submission.
• Manage online submissions and appointments through required portals/systems.
• Communicate with clients to guide them through document preparation.
• Maintain proper filing and digital records of applications.
• Provide excellent customer service by addressing queries.

Skills

Fluency in Mandarin

Fluency in English

Fluency in Malay

Organizational skills

Communication skills

Detail-oriented

Self-motivated

Education

Diploma or Bachelor’s degree in Business Administration, Hospitality, or related fields

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

Seven Star Group is currently seeking driven and willing to learn candidates for the position of Documentation Specialist. This role plays a key part in managing and executing operational processes related to visa applications, ensuring clients receive excellent service and that all documentation is processed efficiently.

Key Responsibilities

Application & Documentation Management

• Verify accuracy and completeness of all client documents before submission.
• Manage online submissions and appointments through the required portal/systems.
• Liaise with authorities such as MOTAC, Immigration Department, and banks for MM2H processing.
• Ensure all documentation follows strict timelines and meets regulatory or programme‑specific requirements.

Client Coordination

• Communicate professionally with clients to guide them through document preparation, requirements, and procedures.
• Handle client inquiries with confidentiality and service quality.
• Coordinate between departments (e.g., property, education, and relocation teams) to support clients’ settlement needs.

Operational & Administrative Support

• Maintain proper filing and digital records of all applications and approvals.
• Prepare progress reports and status tracking for management review.
• Handle day‑to‑day office administrative duties, including correspondence, scheduling, and maintaining documentation flow.
• Liaise with internal teams to ensure smooth processing of administrative and operational tasks.
• Improve operational workflow, documentation processes, and administrative SOPs.
• Build and maintain positive relationships with government agencies and business partners.
• Attend briefings, policy updates, and training sessions as required.

Customer Experience & Post‑Approval Support

• Provide excellent customer service by addressing queries, offering clear explanations, and ensuring a positive client experience.
• Support after‑sales enquiries.

Job Requirements

• Preferably 4–5 years of experience in office administration, operations support, or documentation processing.
• Diploma or Bachelor’s degree in Business Administration, Hospitality, or related fields.
• Fluency in three languages (Mandarin, English, and Malay).
• Highly detail‑oriented with strong organisational skills.
• Excellent communication skills with clients and internal teams.
• Highly self‑motivated and able to meet deadlines.
• Experience in customer service or knowledge of mediation and conflict resolution techniques is preferable but not required.
• Proficiency in Microsoft Office (Word, Excel, Outlook).