IT Document Management and Automation Specialist (Assistant Manager)

Jobstreet Malaysia; Kuala Lumpur; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading document management firm in Kuala Lumpur seeks an IT Document Management and Automation Specialist (Assistant Manager). The role involves managing documents and records using O365 tools, leading automation projects, and ensuring compliance with relevant regulations. Candidates should possess a Bachelor’s degree in Computer Science or Library Management and have at least 3 years of experience in implementing document management solutions. The position offers opportunities for professional development within a dynamic team.

Qualifications

• Minimum of 3 years of experience implementing document management solutions.
• Experience in project management and risk management.
• Expert-level knowledge of O365 tools including SharePoint, PowerApps, and MS Teams.

Responsibilities

• Manage document and record processes using O365 tools.
• Implement policies for document management and compliance.
• Lead automation projects to improve document processes.

Skills

Expert knowledge of SharePoint Online

Knowledge of PowerApps

Project management skills

Change management expertise

Strong communication skills

Education

Bachelor’s degree in Computer Science or Library Management

Tools

Microsoft SharePoint

Office 365 tools

Kofax

Job description

IT Document Management and Automation Specialist (Assistant Manager)

The Document Management Specialist electronically manages documents and records of the company based on the framework being established. He/She is expected to be hands on utilizing O365 tools/processes to automate efficient processes across departments. Knowledge on O365 tools such as Sharepoint, Power Tools are key to the automation. He is also the Change management specialist for O365 where he needs to document specific related policy on O365 and rollout education/change management series update to the organization.

Supervisory Responsibilities:

None.

Duties/ Responsibilities (Project management – 20%):

Managing RFP process for Investment project, HR projects

Managing schedule/scope/cost reporting during the project implementation phase

Managing stakeholders communication

Risk management for the project

Taking on support role for Investment project and secondary support for HR projects

Duties/ Responsibilities (Sharepoint Deployment – 30%):

Establishes and implements policies and procedures regarding document storage, sharing, transmission, and destruction.

Evaluates existing document management systems and procedures to determine current effectiveness and efficiency; identifies and recommends improvements.

Consults with end users to identify problems in accessing electronic content.

Ensures security of system and integrity of master documents by implementing document and system access rights and revision controls.

Ensures company complies with applicable laws and regulations regarding data security and document management.

Communicates and consults with other staff when assessing, acquiring, or deploying new electronic document management systems to ensure smooth transition and minimal disruption.

Maintains current knowledge of best practices and developments in document management technologies and techniques through participation in professional organizations or conferences, attendance at meetings or workshops, participation in educational programs, and discussions with colleagues.

Performing Change management in rolling out O365

Duties/ Responsibilities (Document Management and Controller – 30%):

Directing team members for appropriate coding of documents once identified

Identifying and coding of documents for key departments (for example: legal, tax, internal audit, real estate, risk management, maintenance, accounting)

Identification and classification of department documents for retrieval

Common documentation types are listed below, however, may vary state to state and store to store:

Lease documents

Tax and Invoice documents

HR, Finance, Secretary documents

Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.

Assist in the development of document or content classification taxonomies to facilitate information capture, search, and retrieval.

Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.

Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.

Develop, document, or maintain standards, best practices, or system usage procedures.

Maintains computerized and hard copy documents and coordinates document management

Lead the migration of documents using electronic document storage software and follow legal and regulations appropriate with digital file management

Comply with UT’s record and retention policy which includes advising on retention of the documents

Other duties as assigned, and as role and responsibilities evolve and change due to business, contracts and regulatory needs

Support life cycle management of the Document Management System.

Duties/ Responsibilities (Automation‑30%):

Using technology to automate documents and ensuring that the output complies with house style and is formatted, cross referenced and numbered correctly.

Keeping up to date with market trends and developments in legal automation and providing insights to the team on new features and related opportunities for solutions where these can assist internal stakeholders and clients

Managing your workload within the context of the project plan, working to deadlines and reporting on your progress

Working collaboratively with people across all levels of the firm within internal teams, including IT, Innovation & Legal Technology and Knowledge

Designing and implementing automation solutions and providing technical expertise in the creation of these Ensuring good relationships with legal technology platforms and internal stakeholders

Establishing and delivering training sessions to facilitate the transfer of technical knowledge to colleagues

Managing legal automation product upgrades and leading technical work streams

Duties/ Responsibilities (Change Management-10%):

Develop a Change plan for the Office 365 and Sharepoint implementation.

Facilitate the project team in rolling out Office 365 and Sharepoint

Understand and identify the current state of the business and future state requirements.

Identify and engage with stakeholders in offices and stations across the country

Develop and implement a training needs analysis, training plans and training delivery solutions.

Undertake business readiness assessment and stakeholder feedback analysis to identify and close gaps.

Develop and implement a communications plan.

Mitigate risk in relation to change, particularly those that affect different stakeholder groups.

Enable sustainability of the project change in the business.

Education, Skill and Experience:

Bachelor’s degree in Computer Science, Library Management or equivalent

3 or more years of experience implementing SharePoint or other document management solutions, archive management, or records management(eg: Al‑Fresco, Documentum, Kofax) for business needs.

Expert knowledge of SharePoint Online PowerApps, Flow/Power Automate, MS Teams and One Drive.