Document Controller Specialist

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Job Summary:
The Document Controller Specialist/Executive for Event Operations will oversee the management, organization, and control of all event-related documents to ensure accuracy, accessibility, and compliance with company policies and operational needs. This role involves managing event documentation workflows, coordinating with cross-functional teams, and maintaining document integrity throughout each event lifecycle. The manager will ensure all operational documents are efficiently processed and archived to support seamless event execution.

Responsibilities:

1. Event Documentation Management and Reporting:
   - Develop and maintain a comprehensive system for managing event-related documents, including contracts, permits, vendor agreements, schedules, and operational checklists.
   - Prepare and maintain detailed reports, including timelines, documentation status, and compliance metrics for ongoing and past events.
   - Manage the flow of documentation across all stages of event planning, execution, and post-event evaluation.
   - Provide management with insights and recommendations for improving event documentation processes.
   - Establish and maintain record retention timelines.
2. Team Coordination:
   - Collaborate with event managers, project teams, vendors, and other stakeholders to streamline document workflows.
   - Act as the central point of contact for all event documentation, resolving issues and providing guidance as needed.
   - Handle records across various departments.
3. Compliance and Quality Assurance:
   - Ensure all event documentation is accurate, up-to-date, and aligned with company and regulatory requirements.
   - Monitor document compliance with legal, contractual, and operational standards to minimize risks.
   - Ensure the confidentiality and security of sensitive event documents, controlling access as required.
   - Conduct regular audits of event documentation to ensure consistency and quality.
4. Process Improvement and Optimization:
   - Identify opportunities to improve document control workflows and implement systems that enhance efficiency and reduce errors.
   - Train team members and event staff on document control systems and best practices.

Requirements:
- Minimum 3 years of experience in document control or event operations, with at least 2 years in a managerial role.
- Proven experience handling event-related documentation, including contracts, permits, and operational records.
- Strong organizational and time management skills, with the ability to handle high-pressure situations and tight deadlines.
- Proficiency in document control software, Microsoft Office Suite, and any event management tools.
- Exceptional attention to detail and accuracy in managing documents for event operations. Familiarity with industry-standard document control and record-keeping practices.
- Ability to prioritize tasks and work effectively in a fast-paced environment.
- Strong communication and interpersonal skills to liaise with diverse stakeholders.
- This position will be based at our HQ office in Section 33, Shah Alam.
- Standard working hours are Monday to Friday, 9am to 6pm, with extended hours required during event periods.
- May involve travel to event locations as part of document management duties.
- The candidate should be prepared for flexibility when required, including working extra hours, weekends, and public holidays, to ensure the successful execution of time-sensitive initiatives.