Documentation Officer

Responsibilities:

• General regulatory coordination, correspondence management, record maintenance, and regulatory tracker updates.
• Document control management, including versioning, indexing, secure storage, and maintenance of the regulatory document archive and correspondence logs.
• Manage all regulatory documentation and records to ensure proper filing, traceability, confidentiality, and compliance with internal document control procedures.
• Maintain up-to-date regulatory registers, approval matrices, license validity records, and authority communication logs.
• Support preparation, compilation, and tracking of regulatory submissions, approvals, and follow-ups.
• Assist in audit, inspection, and compliance reviews by ensuring documentation accuracy, completeness, and readiness.
• Coordinate internal document requests and retrievals related to regulatory and statutory matters.
• Ensure timely dissemination of authority communications, approval conditions, and compliance requirements to relevant stakeholders.

Requirements:

• Bachelor's Degree in Business Administration, Management, Construction Management, Engineering, Legal Studies, Records Management or a related discipline.
• Preferably 2–4 years of relevant experience in document control, regulatory documentation, compliance administration or project documentation.
• Experience within the construction, engineering, property development or infrastructure industry would be an advantage.
• Familiar with document control processes, including document numbering, version control, indexing, filing, archiving, retrieval and maintaining document registers.
• Experience maintaining regulatory submissions, licences, permits, approval records, authority correspondence and compliance trackers would be advantageous.
• Strong attention to detail with the ability to ensure documentation is accurate, complete, traceable and properly maintained.
• Good organisational and time management skills, with the ability to manage multiple documents, deadlines and follow up actions simultaneously.
• Proficient in Microsoft Office, particularly Excel, Word and Outlook; experience with electronic document management systems (EDMS) or SharePoint would be an advantage.
• Good written and verbal communication skills in English and Bahasa Malaysia, particularly for correspondence and coordination with internal stakeholders and external authorities.
• Able to handle confidential and sensitive documentation with appropriate discretion.
• Proactive and systematic, with good follow up skills and the ability to work independently while coordinating across different departments.