Job Description

• To assist AM in ensuring that all office correspondence records in addition to the control of QMS documents and records shall remain legible, readily identifiable and retrievable.
• To ensure all incoming office correspondence such as letters, memorandums, facsimiles, statements, transmittal notes, etc. are stamped with the Date Stamp and the Circulation Stamp with indication(s) of arrow(s) directing to the intended recipients.
• To ensure all documented information in the Company are filed in accordance to the Company Filing Index (CFI).
• To ensure the originator of outgoing office correspondence are assessable to the Master Outgoing Correspondence Log and Transmittal Note Log (uploaded to Google Drive) to obtain the next running correspondence or transmittal number.
• To ensure all facsimile and printing equipment such as the fax machine, photostat machine, drawing plotter, computer printer, etc. are properly serviced and in working condition at all times.
• To ensure all filing cabinets have the proper locking devices and the keys are to be properly identified with the master key being kept centrally by Document Controller.
• To ensure all filing cabinets in the Company are free from pest and clean at all times.
• To monitor the retention period of each documented information including Quality Management System documents and to properly archive them in according to procedure.
• To ensure the Archive Room are free from pests and clean at all times.
• To provision for adequate office stationeries and ensure such stationeries are kept in locked cabinet(s) and to control the usage of all office stationeries in the Company.
• To be responsible for the application, record, hold in custody, monitor validity and renewal of all company licenses such as Company Business License, CIDB, Suruhanjaya Tenaga Malaysia (STM) Contractor & Switchboard Manufacturing License, STM Wireman and Chargeman Competence Certificates, Local Council Signboard License, PPK License, Kewangan License, etc.
• To implement all policies, activities, procedures, instructions as relevant and required by the Quality System.
• To undertake any and all other duties and responsibilities as so set by AM and MD.

Job Requirements

• Certificate/Diploma in any discipline or Form 5

Skills