Officer, Document & Data Controller

Job Purpose

The Office – Document and Data Controller is responsible for supporting document control, data administration, payment documentation, tenancy records, and general office administration within the Facilities Management team. The role ensures proper documentation, compliance with internal procedures, accurate data handling, and smooth day-to-day office operations.

Job Responsibilities

A. Document & Data Control

• Maintain and update document control and data management systems.
• Scan, upload, organize, and archive documents in secure servers with proper indexing and filing.
• Ensure documents are accurate, complete, and properly version-controlled.
• Assist in document retrieval and timely response to information requests.
• Support document audits and ensure compliance with company policies and procedures.
• Perform basic document quality checks and data verification.
• Assist in training staff on document management practices when required.
• To track all files properly recorded.
• To dispose any documents if necessary subject to SDPS procedures.
• To have compilation of LOA, SST, FA for all projects folder.
• To track all payment activity.

B. Payment & IFCA System Support

• Support Facilities Management payment processes under Sime Darby Property Selatan Sdn Bhd (SDPS).
• Assist with IFCA system entries including:

-Budget creation

-Contract entry

-Contract claims

-Variation Orders (VO)

-Invoices and Purchase Orders (PO), including urgent payments

• Prepare and compile supporting documents for approval prior to submission to AP Finance, Sime Darby Property Berhad.
• Liaise with FM staff, AP Finance, and IFCA specialists to ensure timely processing.
• Assist in managing insurance-related documentation and invoices.

C. Vehicle Road Tax & Insurance Administration

• Assist in renewal of road tax and insurance for SDPS vehicles.
• Coordinate with insurance and administrative teams for quotations, approvals, and documentation.
• Prepare inter-memos and supporting documents for finance processing.
• Distribute updated road tax documents to relevant Facilities Management staff.

D. Tenancy & Rental Administration

• Assist in managing tenancy documentation, renewals, approvals, and signed invoices.
• Maintain proper records for rental agreements involving tenants such as:

-International Islamic University Malaysia (IIUM)

-Seksyen Projek Khas HAP Pendidikan Tinggi Pagoh (SPKHPTP)

-External tenants and service providers

• Coordinate with internal and external parties on tenancy-related documentation.

E. Administrative & Office Support

• Prepare documents for signatory, including Surat Setuju Terima (SST) and certification by Pesuruhjaya Sumpah.
• Arrange meetings with internal and external parties when required.
• Provide administrative support to management and Facilities Management team.
• Liaise with auditors, cleaners, vendors, and service providers.
• Manage pantry supplies and general office administration.
• Communicate with other units, departments, within the organization and outside organization.

F. Payment Analysis & Records

• Assist in payment tracking and basic reconciliation.
• Provide payment status information when required.

G. Office Housekeeping & Records Storage

• Ensure cleanliness and proper organization of office and document storage areas.
• Maintain orderly storage of physical and electronic records.
• Support efficient and smooth office operations.

Education/Professional Qualification

Certificate/ Diploma in Business Administration, Information Management, Finance, Technical or related fields.

Experience

• Junior Level: 0–2 years of relevant working experience.
• Intermediate Level: 2–4 years of experience in document control, administration, or facilities management support.

Skills & Knowledge

• Basic understanding of document control and administrative processes.
• Familiarity with payment software systems is an added advantage.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Good organizational and record-keeping skills.
• Ability to handle confidential documents with integrity.