Temp Document Controller

ROLE DESCRIPTION

Role Purpose:

The position is responsible for the timely, accurate and efficient preparation and management of various types of documents being produced in the department. The position controls the numbering, labeling, sorting, filing, copying, scanning, storing, retrieval, receiving, sending and archiving of both electronic and hard copy documents produced by every individual in the LCM (LTR, STR and MPM).

Role Details – Key Responsibilities and Accountabilities:

The person will be responsible for the following:

• Ensure all leases, licenses and all other lease documents, correspondence, notifications, approvals, etc., per tenant or unit are properly scanned and saved in the Department’s SharePoint repository and filed in each file folder.
• Ensure full control of the storing and retrieval of physical file folders, especially when physical file is provided to or borrowed by internal stakeholder like Legal.
• Create and maintain a tracker to monitor the issuance, release, receipt, sending by courier, borrowing, signing off, etc., of all documents.
• Facilitate internal signature of all lease documents.
• Ensure each member of the LCM team maintains the proper folder structure in SharePoint.
• Ensure all the trade licenses of each asset of MAF including POAs for all MAF signatories are up to date and valid.
• Improve the document control procedure of LCM and ensure each member of the team is following such procedures.
• Conduct regular reviews and document audits
• Responsible for the safekeeping of all critical items/documents that may cause legal implications when misplaced or used without authorization like company stamps, trade license, etc..

Disclaimer: This role description reflects the general details considered necessary to describe the principal responsibilities of the role identified and shall not be construed as an exhaustive description of all the work requirements inherent to success in the role.

Functional/Technical Competencies

• Excellent organizational, administration and planning skills
• Proficient in MSOffice (at least Word and Excel)
• Document management skills, thorough and pay attention to details
• Good communication and interpersonal skills

Personal Characteristics and Required Background:

Minimum experience

• Minimum 2 – 4 years work experience in office management

Minimum Qualifications/education

• Administration qualifications