IT Specialist, Document Management & IP

Ambu A/S; Penang; Hybrid; MYR 80,000 - 100,000; Full time

Job summary

A global medical technology company in Penang is seeking an IT Specialist for Document and IP Management. You'll be responsible for managing M-Files and the IP management system, ensuring maximum utility, and supporting stakeholders. The ideal candidate has a relevant bachelor’s degree and experience with document management solutions, along with strong communication skills. This role may require working during European hours.

Qualifications

• Minimum 2-3 years of experience in document management and IP management solutions.
• Strong understanding of software development and application lifecycle management.
• Experience in engaging with stakeholders and managing their expectations.

Responsibilities

• Act as the M-Files and IP Management process and system specialist.
• Identify practical solutions through user engagement and system configuration.
• Support all aspects of life-cycle management ensuring the system functions properly.

Skills

Knowledge of IT applications

Strong customer mindset

Excellent communication skills

Problem-solving abilities

Analytical skills

Education

Bachelor’s degree in computer science or related field

Job description

Purpose Of The Position

We are looking for an IT Specialist, IP & Document Management who will be responsible for our Document Management System M-Files and our new IP (Intellectual Property) Management System. Your main objective will be to ensure maximum utility, keep the system updated, and implement additional functionality; experience with these systems is preferable.

This position is a Global Position and an individual contributor.

Your Areas Of Responsibility

• Act as the M-Files and IP Management process and system specialist.
• Identify practical solutions within the framework of our standard system by engaging in dialogue with users, handling system configuration, unit testing, training and documentation in cooperation with our external partners.
• Assist with requirements gathering, solution design, development, deployment, migration, testing and documentation.
• Support all aspects of life‑cycle management, ensuring the system is up to date and functioning as intended.
• Resolve daily support tickets within your area of responsibility.
• Drive changes and updates with colleagues in IT, Line of Business and external consultants and handle the necessary documentation according to standards.
• Provide consultancy on best practice for design.
• Provide adequate support and availability during European time zones; candidates should be prepared to work during European hours at least a couple of times per week to ensure effective collaboration and support for vendors and stakeholders in that region.

Strong Customer Mindset

To succeed in this job, you most likely have good knowledge of IT applications – preferably M‑Files for Document Management and any IP Management System. If you are not familiar with these systems, you will receive thorough training in our internal systems. You should also be able to balance and align varying interests of stakeholders and build successful relationships across functions. Additionally, you are customer‑minded and a strong team player with excellent communication skills.

As a person, you are a strong team player with an analytical and structured approach, good at planning and time management. You are a skilled communicator, enabling you to create strong relationships across the organisation, and are comfortable with decision‑making.

It will be an advantage if you have an understanding of working with IT in a pharmaceutical or MedTech company where standards for documentation and training are high and changes to the system are implemented according to standard procedures and documentation.

Since Ambu is an international company, you must have excellent command of the English language, as this will be your main working language, both in speech and in writing.

Qualifications

• Minimum bachelor’s degree in computer science, information systems, software engineering or a related field.
• Minimum 2 to 3 years of experience in related fields with a focus on document management and IP management solutions.
• Technical Expertise: Strong understanding of software development, different delivery methodologies and application lifecycle management.
• Problem‑Solving Abilities: Demonstrated ability to troubleshoot and resolve technical issues efficiently.
• Stakeholder Management: Experience in engaging with stakeholders and managing their expectations.
• Analytical Skills: Ability to analyse data and metrics to drive decision‑making and improve processes.
• Adaptability: Comfortable working in a fast‑paced, dynamic environment with changing priorities.
• Strong oral and written communication skills in English.
• Cross‑culture communication: Collaboration with colleagues from diverse cultural backgrounds, ensuring effective communication and understanding.