Administrative Assistant cum Document Controller

We are seeking a highly detail-oriented and organized Administrative Assistant cum Document Controller to support our daily office operations and manage our document management processes. In this dual role, you will handle general administrative duties while serving as the custodian for official project and corporate documentation. The ideal candidate possesses exceptional meticulousness, strong record-keeping skills, and thrives in carrying out essential routine procedures accurately.

Key Responsibilities

Document Control & Transmittals

• Generate, log, track, and issue formal Document Transmittal Notices (DTNs) for external and internal project submittals.
• Assign, record, and maintain reference numbering systems for incoming/outgoing letters, documents, drawings, and correspondence.
• Draft, format, and prepare official cover letters, memorandums, and transmittal documents following established company templates.
• Maintain complete, updated, and orderly physical and digital document archives/registers.
• Ensure document version control and verify that correct revision numbers are distributed to relevant parties.
• Perform quality checks on incoming and outgoing paperwork to ensure complete signatures, correct formatting, and accurate attachments.

Administrative Support

• Provide general administrative support to ensure smooth daily office operations.
• File, scan, photocopy, and archive documentation systematically.
• Assist in data entry, updating internal master logs, and generating routine reports.
• Handle incoming/outgoing mail, courier services, and document distributions.
• Assist with ad-hoc operational tasks and support department heads as needed.

Requirements & Qualifications

Education: Minimum Secondary School education, O/A-Levels, SPM, or a Diploma in Business Administration, Information/Data Management, or a relevant field.

Experience: Minimum 1 year or prior experience in administrative support, document control, or clerical work is an advantage (entry-level candidates with strong attention to detail are welcome to apply).

Skills:

• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with document reference numbering systems and transmittal procedures.
• Basic written communication skills for drafting formal cover letters and correspondence.

Personal Attributes:

• Meticulous & Precise: Exceptional attention to detail with high accuracy in data entry and verification.
• Process-Driven: High tolerance for and comfort with executing repetitive operational processes consistently.
• Organized: Excellent organizational and time-management skills to handle structured file systems.