IT Project Documentation Specialist

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

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.