IT Document Administrator

CMA Solutions Sdn Bhd; Subang Jaya; On-site; MYR 56,000 - 89,000; Full time

Job summary

CMA Solutions Sdn Bhd in Malaysia is seeking a Detail‑Oriented Document Administrator to manage project and corporate documentation lifecycle. You will work with Project Managers, BD, Finance, and technical teams to ensure documents are complete, properly formatted, traceable, and submitted on time.

The role requires strong organisational skills, attention to detail, and proficiency in Microsoft Office applications, with a focus on confidentiality and accuracy.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, Information Management, Records Management, or a related field.
• 1–3 years of experience in document administration, project administration, document control, or a similar role.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Microsoft 365.
• Knowledge of document filing, tracking, version control, and record-management practices.
• Strong attention to detail and accuracy.
• Good organisational and time-management skills.
• Ability to manage multiple documents, tasks, and deadlines.
• Proficient written and verbal communication in Bahasa Malaysia and English.
• Able to work independently and with different departments.
• Discretion and confidentiality when handling sensitive information.

Responsibilities

• Manage, organise, maintain, and archive project and company documentation in physical and electronic formats.
• Maintain filing structures, naming conventions, version control, and document registers.
• Prepare, format, review, and compile letters, reports, proposals, presentations, and forms.
• Assist in preparing tender, RFP, RFQ, and proposal documentation.
• Ensure tender and project documents are complete and submitted on time.
• Track document status, submission dates, revisions, approvals, and actions.
• Coordinate document submissions with internal teams, clients, vendors, and partners.
• Support managers with project docs including plans, minutes, progress reports, and closure records.
• Prepare meeting agendas, minutes, and action-item follow-ups.
• Review and approve documents before submission or distribution.
• Maintain confidentiality and access control for sensitive documents.
• Assist in maintaining corporate records, licences, and other documents.
• Monitor expiry dates and notify for renewals or actions.
• Maintain soft-copy docs in shared folders or DMS.
• Conduct periodic document audits for completeness and accuracy.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft 365

Documentation management

Attention to detail

Education

Diploma or Bachelor's degree in Business Admin / related field

Tools

SharePoint

Microsoft Teams

OneDrive

Google Drive

Document Management Systems (DMS)

ISO documentation familiarity

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

CMA Solutions Sdn. Bhd. is a technology-driven organisation delivering software development, IT solutions, system integration, and professional services to clients across various industries.

As our projects and business operations continue to grow, we are looking for a well-organised and detail-oriented Document Administrator to support our project, tender, administrative, and documentation activities.

The successful candidate will play an important role in ensuring company and project documents are properly prepared, maintained, tracked, filed, and distributed in accordance with internal procedures and client requirements.

Role Overview

As a Document Administrator, you will be responsible for managing and maintaining project and corporate documentation throughout its lifecycle.

You will work closely with Project Managers, Business Development, Finance, Technical Teams, Management, clients, and external parties to ensure documents are complete, accurate, properly formatted, traceable, and submitted within the required timelines.

This role requires strong organisational skills, attention to detail, good communication abilities, and proficiency in Microsoft Office applications.

Key Responsibilities

• Manage, organise, maintain, and archive project and company documentation in both physical and electronic formats.
• Maintain proper document filing structures, naming conventions, version control, and document registers.
• Prepare, format, review, and compile letters, reports, proposals, presentations, forms, meeting documents, and other official correspondence.
• Assist in preparing and compiling tender, RFP, RFQ, and proposal documentation.
• Ensure all required tender and project documents are complete and submitted in accordance with specified requirements and deadlines.
• Maintain records of incoming and outgoing correspondence, letters, submissions, approvals, and supporting documents.
• Track document status, submission dates, revisions, approvals, and outstanding actions.
• Coordinate document submissions and follow-ups with internal teams, customers, vendors, partners, and other external parties.
• Support Project Managers in maintaining project documentation, including project plans, meeting minutes, progress reports, acceptance documents, and project closure records.
• Prepare and circulate meeting agendas, minutes of meetings, action‑item lists, and follow‑up records.
• Ensure documents are properly reviewed and approved before official submission or distribution.
• Maintain confidentiality and proper access control for sensitive company and client documents.
• Assist in maintaining company administrative records, agreements, certificates, licences, and other corporate documentation.
• Monitor document expiry dates and notify relevant personnel for renewal or required action.
• Maintain softcopy documentation in shared folders, cloud storage, or document management systems.
• Perform periodic document audits to ensure records are complete, current, and properly organised.
• Support management and other departments with documentation and administrative requirements as required.

Required Skills & Qualifications

• Diploma or Bachelor’s degree in Business Administration, Office Management, Information Management, Records Management, or a related field.
• Minimum 1–3 years of experience in document administration, project administration, document control, or a similar role.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Microsoft 365.
• Good knowledge of document filing, tracking, version control, and record‑management practices.
• Strong attention to detail and accuracy.
• Good organisational and time‑management skills.
• Ability to manage multiple documents, tasks, and deadlines simultaneously.
• Good written and verbal communication skills in Bahasa Malaysia and English.
• Ability to prepare professional correspondence, reports, and documentation.
• Able to work independently as well as collaboratively with different departments.
• Responsible, systematic, and able to maintain confidentiality when handling sensitive information.

Nice to Have

• Experience working in an IT company, software house, system integrator, or project‑based environment.
• Experience preparing or coordinating government or corporate tenders, RFPs, RFQs, and proposals.
• Familiarity with project documentation and SDLC‑related documents.
• Experience using SharePoint, Microsoft Teams, OneDrive, Google Drive, or other Document Management Systems (DMS).
• Basic understanding of ISO documentation or quality‑management procedures.
• Experience managing contracts, agreements, purchase orders, invoices, or project acceptance documentation.
• Basic knowledge of project management processes and terminology.

Key Competencies

• Attention to Detail
• Document Control & Organisation
• Time Management
• Communication & Coordination
• Confidentiality & Professionalism
• Deadline Management
• Problem Solving
• Team Collaboration
• Administrative Efficiency

What We Offer

• A collaborative and professional working environment.
• Exposure to enterprise IT and software development projects.
• Opportunities to work closely with Project Management, Business Development, Finance, and Technical teams.
• Continuous learning and career development opportunities.
• Competitive compensation and employee benefits.
• Exposure to corporate, government, and enterprise project documentation.