Helpdesk Admin

CBRE; Kuala Lumpur; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading facilities management company in Kuala Lumpur is seeking a Document Control Clerk to manage documentation, maintain compliance records, and support operational coordination. The ideal candidate should have a certificate/diploma in a relevant field and 2-3 years of document control experience. Proficiency in document management systems and Microsoft Office Suite is crucial, along with strong organizational skills and attention to detail. This role is essential for ensuring efficient document management and compliance during audits.

Qualifications

• Minimum 2-3 years' document control experience in facilities, construction, or corporate environments.
• Proficient in document management systems and Microsoft Office Suite.
• Strong organizational skills, attention to detail, and confidentiality awareness.

Responsibilities

• Create, organize, and maintain document filing systems (both electronic and hard copy).
• Ensure all facilities documents are properly archived and easily retrievable.
• Track document revisions, approvals, and ensure obsolete versions are clearly marked.
• Maintain an updated repository of mandatory certificates and support audits.

Skills

Document management systems

Microsoft Office Suite

Organizational skills

Attention to detail

Education

Certificate/Diploma in Administration, Records Management, or a related field

Job description

Position Overview:

The Document Control Clerk is responsible for managing and maintaining all facilities management documentation including compliance records, maintenance logs, vendor contracts, licensing certificates, and operational manuals, ensuring strict version control and accessibility.

Core Responsibilities:

Document Management

• Create, organize, and maintain document filing systems (both electronic and hard copy).
• Ensure all facilities documents (e.g., maintenance reports, service agreements, inspections, licenses) are properly archived and easily retrievable.

Version Control and Updates

• Track document revisions, approvals, and ensure obsolete versions are clearly marked.
• Assist in preparing document control registers and document transmittal sheets.

Compliance Support

• Maintain an updated repository of mandatory certificates (fire safety, lift inspections, health certifications, etc.).
• Support the Facilities team during audits by ensuring all requested documentation is available and up-to-date.

Operational Coordination

• Assist FM teams in issuing document templates, forms, and SOPs.
• Coordinate with vendors to receive updated service records, safety certifications, and compliance documents.

Key Skills and Qualifications:

• Certificate/Diploma in Administration, Records Management, or a related field.
• Minimum 2–3 years’ document control experience, preferably in facilities, construction, or corporate environments.
• Proficient in document management systems and Microsoft Office Suite.
• Strong organizational skills, attention to detail, and confidentiality awareness.