QMS Admin Assistance – Document Controller
- Pengerang, Johor
- Records Management & Document Control (Administration & Office Support)
- Contract/Temp
- RM 4,000 – RM 5,000 per month
JOB PURPOSE
Executes the management strategy at PGSSB, in alignment with PGSSB’s established policies, standards, goals and objectives. Supports plant reliability with a strong sense of responsibility and commitment within a team.
KEY ACCOUNTABILITIES
1. Document Management
- Manage organizational documentation through the document life cycle.
- Manage documents and records across departments, ensure all documents are up-to-date and easily accessible.
- Work with in-house departments to identify and investigate the need for documents of various types.
- Manage digital records system and notify personnel of updated document versions and how to access them.
- Ensure all documents and files have the appropriate document management version control protocols in place.
- Analyzes and controls all documentation related to business activities within contractual requirements and Company procedure (including confidentiality).
- Handles and registers all outgoing and incoming transmittal according to sustainability document control procedure.
- Collects information for reports, prepare and issue as directed periodical work report as required by internal stakeholders.
- Ensure the security, accessibility, and proper distribution of organizational documents.
- Plan and conduct meetings and presentations related to document management.
- Able to create document fixed formats for templates.
- Maintain updated records of all approved documents and their distribution clearly.
- Work with all departments to put and place a Management of Records system to compliment the Document Management system and meet the Project team requirement.
- Controlling the forms used to record data onto records and ensuring the records stay controlled as they are used, stored, and preserved.
- Shall be responsible for all duties necessary to create, edit, review, upload, copy, scan etc, to ensure Document Management is functional and successful.
- Manage the coordination and hand back documentation to the client/user.
- Represent the Company document management working groups.
- Undertake any other ad hoc duties assigned by the HOD/Management.
2. ISO Compliance
- Ensure all documentations adheres to ISO standards and company procedures.
- Develop, implement and manage document control procedures and protocols to ensure compliance with ISO standard.
- Implement and maintain iso-related processes and system.
- Preparation of Monthly Management Meeting minutes and ISO Management Review Meeting minutes
- Preparation & arrangement for ISO Internal and External Audits.
- Train staff on document control processes and ISO standards. Provide support for documentation-related queries and issues.
3. Secretarial / Administrative
- Responsibility to providing the necessary support by offering a complete secretarial and administrative support service and general office duties of a responsible and confidential nature. This is including first point of contact direction, time management, correspondence disposition, and resolution.
- Performs all secretarial tasks, including transcribing and proofreading confidential correspondence, preparing reports and minutes of meetings, scheduling appointments and maintaining confidential files and other material.
- Maintains calendar of appointments, ensuring the boss is apprised of all appointments and changes as well as matters requiring immediate attention.
- Coordinates all travel arrangements for all level of employees, including General Manager.
- To assist in any ad-hoc duties assigned by the General Manager and HR & Admin Department for non-P&C matter.
- Provide clerical and administrative support to HRA Head.
4. Training and Development
- Assist department in developing, designing, and conducting training program for trainees to achieve company’s goals.
- Collaborate with department heads to align training programs with business objectives.
- Liaise with relevant authority in relation to training matters.
- Manage HRDC claims of all applicable development programs and ensure they are claimed in timely manner.
5. Mindset, Behaviour and Culture
- Adhere and be guided will all the code of conduct and business ethics policies from Shareholder’s company.
- Possesses a high sense of commitment, ownership, integrity, and loyalty that contributes to PGSSB’s operational excellence.
KEY INTERFACES
- General Manager
- PGSSB Head of HSSE
- PGSSB Head of HR & Admin
- PGSSB Head of Finance
- PGSSB Head of Technical
- Statutory Agencies
- Training Provider
- Customers
REQUIRED QUALIFICATIONS, EXPERIENCE, SKILLS & BEHAVIOURS
- Bachelor’s degree in Business Administration or related discipline
- Minimum 5 years working experience in a manufacturing organization.
SKILLS
- Flexibility
- Professional
- Computer Literate
- Effective Communication
CRITICAL BEHAVIOURS
- Passionate
- Discipline
- Able to handle stress and work pressure
- Able to work in a team
APPLY AT :- JOBSTREET MALAYSIA – PENGERANG GAS SOLUTIONS SDN BHD