One International Group Hiring! Full Time Document Controller- Project Secretary in Federal Territory, Earn up to MYR 6,000 - Ricebowl

Secretarial and Administrative Support:

• Provide advanced secretarial and administrative assistance to the HOD's office and department.
• Maintain confidentiality of records and handle sensitive information with the strictest confidence.
• Schedule appointments, manage schedules, and arrange meetings for the HOD.
• Handle given assignments in a professional manner and continuously projecting good company image to external contacts and visitors.

Meeting Management:

• Ensure that meeting logs are maintained and that meetings proceed as scheduled CCM Meeting
• IR Meeting Agenda: Samples Log + Approval,SI with Formal Correspondence/Letters, Authority Forms – Bomba Forms (C+G)

Document Control and Compliance:

• Maintain ISO-related records to comply with ISO requirements.
• Ensure that the firm’s operational activities are adhered to and compliant with ISO requirements.
• Log all drawings and track the latest revisions in Excel, converting them to PDF format as necessary.
• Monitor the production of As-Built Drawings and ensure timely submission.
• Collate Operation & Maintenance (O&M) manuals for Interior Design (ID) and Mechanical, Electrical, and Plumbing (MEP) projects before project completion and strictly in timely manner.
• Distribute O&M manuals and As-Built for internal team.
• Arrangement to collect building deposit and return to finance once job completed.
• Review weekly RFi / Si to chase formal correspondence.
• Request CPC formal letter + End of DLP Notice to client.
• Implement and maintain document control processes and procedures.
• Process incoming and outgoing documentation on Office 365.
• Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally.
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
• General document control activities such as photocopying, scanning, analysis of suppliers documents.
• Compliance with Project standards regarding numbering and all others aspect related to document quality.
• Assistance in the preparation collation and issue of reports and registers as may be required.
• Communicate and liaise with Project Teams, Suppliers/3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.
• Ensuring the use of standardised forms and templates.
• Set-up Projects folders and facilitate Project communication process.

More specific key activities are listed below:

• Ensure CIDB registration is in place within 2 weeks after obtaining LOA.
• Arrange presentation for construction training.
• Compiling weekly report – to send reminder to all CMs in-charge.
• Update construction staff leave, construction meeting schedule and job list – MobiWeb System
• Update end of defects liability period and when the date comes send notice to client and cc to consultant.
• Monitor respective projects construction drawings, method statement and handover manual.

Organise quality audits

• Ensure the Trade Contractors Quality Audit is filled by the respective Construction Manager.
• Organise Project Quality Audit within 3 weeks of project completion and send invitation to respective person involved.
• Prepare document one day in advance for the audit.
• Accumulate all the audit scores and organise Post Mortem in seven weeks if required
• Upon project handover, send Trade Contractors Feedback Form to all respective parties based on the project directory.
• Manage the archival process for documents.
• Organize quality audits and ensure completion of trade contractors' quality audits.
• Facilitate project communication processes by setting up project folders and ensuring consistency in document control.
• Coordinate with consultants for sign-off on required forms, such as Bomba Forms (Borang C & G).
• Other relevant duties/tasks as directed by Directors, Contract Managers/Site Manager

Job Types: Full-time, Permanent

Pay: RM4,500.00 - RM6,000.00 per month

Benefits:

• Additional leave

Education:

• Bachelor's (Preferred)

Experience:

• Account management: 5 years (Preferred)

Language:

• Mandarin (Preferred)

Work Location: In person