Admin Officer

About the role

To manage, maintain, and control all company documentation related to HACCP, Halal compliance, food safety management systems, and relevant regulatory requirements. This position ensures that all documents are properly prepared, reviewed, approved, updated, distributed, and maintained to support internal audits, external audits, and regulatory inspections. The role also ensures that all departments comply with document control procedures and that accurate, complete, and up-to-date records are available for audit and traceability purposes.

Key responsibilities

• Maintain and control all HACCP-related documents, including the HACCP plan, hazard analysis, process flow diagrams, critical control point (CCP) monitoring records, and verification records
• Ensure all HACCP documents are properly reviewed, approved, updated, and maintained according to the company's food safety management system
• Maintain food safety documentation, including GMP, SSOP, sanitation records, pest control records, temperature monitoring records, and cleaning checklists
• Ensure production, QA, warehouse, and other relevant departments complete and submit required food safety records accurately and on time
• Monitor the validity and availability of food safety documents and ensure obsolete documents are removed from points of use
• Maintain and control all Halal-related documentation in accordance with applicable Malaysian Halal certification requirements and company procedures
• Establish and maintain a systematic document control system for policies, SOPs, work instructions, forms, manuals, and records
• Prepare and organize documentation for HACCP, Halal, GMP, food safety, customer, and regulatory audits
• Maintain records of audit findings, non-conformities (NCRs), corrective actions, and preventive actions (CAPA)
• Assist in preparing and maintaining training records for HACCP, GMP, Halal awareness, and food safety-related training

About you

• Diploma or Bachelor's Degree in Food Science, Food Technology, Quality Management, Halal Management, or a related field
• Minimum 1–3 years of experience in document control, QA documentation, food safety, or Halal compliance within the food manufacturing industry
• Knowledge of HACCP, GMP, Halal certification requirements, and food safety management systems
• Familiarity with Malaysian Halal certification requirements and MHMS documentation
• Understanding of document control procedures, audit preparation, and record management
• Proficient in Microsoft Office applications, particularly Excel, Word, and document filing systems
• Good organizational, coordination, and documentation skills
• Attention to detail and ability to maintain accurate and traceable records
• Able to communicate and coordinate effectively with multiple departments
• Preferred: HACCP Awareness or HACCP Competency Training, Halal Competency Certification, GMP Training, or Internal Auditor Training for HACCP, ISO 22000, or food safety management systems