Document Management Specialist – Finance / Investment / Legal

Key Responsibilities:

Summary:

A highly meticulous and process-driven Senior Document Controller with specialized experience in the financial, legal, investment, or private office sectors. Proven track record in leading complex legacy data remediation projects, restructuring document libraries, and executing corporate rebranding initiatives. Possesses an uncompromising eye for detail, specifically regarding complex entity structures and naming conventions. dedicated to establishing robust information governance, ensuring strict confidentiality, and developing long-term retention policies that align with compliance and operational needs.

Key Responsibilities:

● Legacy document library fully corrected, structured and operational as soon as

possible

● Migration and rebranding for Company documents

● Active reduction of duplicates and misfiled items to near zero

● Ongoing compliance with retention and disposal schedules

● Documents and Records Guideline to be developed

Knowledge and Skill Requirements:

Key Skills & Requirements:

To be successful in this role, candidates must demonstrate the following core

competencies:

1. Specialized Sector Experience

● Background: Must have prior experience working within Finance, Legal,

Investment firms, Property management, or Private/Family Offices.

● Confidentiality: Demonstrated ability to handle sensitive information with the

highest level of discretion and security.

2. Document Lifecycle & Governance

● Legacy Remediation: Proven ability to manage "clean-up" programs,

transforming disorganized legacy data into structured, operational libraries.

● Retention & Disposal: Expertise in applying retention schedules and identifying

records that must be preserved for historical, legal, or compliance purposes.

● Policy Development: Capability to author and implement comprehensive

"Documents and Records Guidelines" and Standard Operating Procedures

(SOPs).

3. Technical Precision & Brand Management

● Extreme Attention to Detail: Ability to distinguish between entities with highly

similar naming conventions to prevent misfiling.

● PDF & File Manipulation: Technical proficiency in editing, splitting, and merging

PDF documents (e.g., separating distinct documents combined in a single scan).

● Brand Compliance: Experience in updating document suites to adhere to new

brand guidelines and ensuring template consistency across the organization.

4. Operational Efficiency

● Duplicate Reduction: Skills in auditing systems to identify and remove duplicate

or misfiled items to achieve near-zero redundancy.

● System Structuring: Ability to design and implement logical taxonomy and

folder structures that facilitate easy retrieval.

Desirable:

● Legal/Paralegal Background: Experience assisting with corporate secretarial

duties or understanding complex corporate entity structures (SPVs, subsidiaries).

● DMS Proficiency: Advanced knowledge of specific Document Management

Systems often used in these sectors (e.g., SharePoint, iManage, Laserfiche, or

M-Files).

● Project Management Skills: Experience using project management

methodologies to oversee the migration and rebranding phases.

● Data Protection Knowledge: Familiarity with GDPR or relevant data privacy

laws regarding the disposal of sensitive personal or financial data.

Work Schedule:

● Hybrid role.

● Monday to Friday, 9:00 AM to 5:00 PM AWST

Benefit:

  • EPF + SOCSO
  • Annual Leave + Medical Leave

Job Type: Full-time

Pay: RM4,000.00 - RM6,000.00 per month

Benefits:

  • Health insurance
  • Opportunities for promotion
  • Professional development

Work Location: Hybrid remote in Kuala Lumpur

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