Admin Assistant

Responsibilities** - Copy, scan, and file various project-related documents, ensuring accuracy and compliance with project standards. - Review and/or edit incoming and outgoing documents including contracts for completeness, accuracy, and compliance with project standards. - Ensure that technical documents adhere to project specifications and regulatory requirements. - Review and update technical documents such as manuals, workflows, project drawings, and other relevant materials. - Distribute project-related copies to appropriate internal and external stakeholders as per project communication protocols. - Establish and maintain records of transmittals for documentation traceability. - Establish an effective systematic document control system in both physical and digital records. - Implement efficient archiving practices for completed projects. - Develop templates for future use to standardize document formats and streamline documentation processes. - Retrieve files promptly upon request by employees and clients, maintaining an organized filing system. - Manage the flow of documentation within the organization, ensuring timely access to relevant information and accurate filing, tracking, and retrieval of project-related documents. - Implement a version control system for all project documents, ensuring that the latest revisions are accessible to the relevant team members. - Maintain strict confidentiality around sensitive information and terms of agreements. - Adhere to data protection regulations and project confidentiality requirements. - Provide necessary support to project team members regarding document-related inquiries. - Ensure compliance with ISO 9001 and ISO 45001 standards regarding document control and management. - Maintain documentation in accordance with ISO standards, including version control, document numbering, and document retention. Requirements and skills** - Diploma or degree in Document Management, Project Management, or a related field. - Proven work experience as a Document Controller or similar role - Familiarity with project management and Malaysian engineering regulations, codes, and standards. - Proficiency in document control software and tools. - Knowledge of Electronic Document Management Systems (EDMS) - Proficient typing and editing skills. - Commitment to document accuracy - Data organization, attention to detail, and ability to multitask.