IMS Executive Cum Document Controller

Key Responsibilities

• Maintain controlled IMS documents, including procedures, work instructions, forms, templates, and records, in accordance with document-control requirements.
• Administer and maintain SharePoint/EDMS document repositories, including user access and document structure.
• Support the implementation and maintenance of ISO 9001, ISO 14001, ISO 45001, and ISO 29001 requirements, where applicable.
• Support internal and external audits by ensuring controlled documents, records, and objective evidence are properly maintained and readily available.
• Provide secretariat support to the IMS Steering Committee, including meeting preparation, agenda coordination, action tracking, and follow-up.
• Monitor audit findings, nonconformities, corrective actions, and opportunities for improvement; coordinate follow-up with responsible functions.
• Consolidate IMS implementation updates, performance data, and document-control KPI reports from departments and plants for management review.
• Support the Group HSE function in implementing HSE systems, programmes, procedures, and standard practices across PF entities.
• Coordinate with plant HSE Executives/Coordinators to obtain implementation updates, required records, and outstanding action status.
• Monitor HSE regulatory compliance activities, including scheduled monitoring, statutory inspections, licences, certificates, reports, and other compliance actions.
• Maintain Group-level HSE compliance and monitoring trackers for relevant regulatory and operational requirements.
• Escalate significant overdue, non-compliant, or high-risk matters to the relevant functional or management owner.
• Carry out other duties assigned by Management in line with business needs and the objectives of the role.

Requirements

• Degree in Engineering, Science, HSE, Business Administration, or a related discipline.
• Preferably 2–5 years of experience in IMS, HSE, Quality Management Systems, document control, regulatory compliance, or a similar coordination role.
• Practical understanding of ISO 9001, ISO 14001, ISO 45001, and preferably ISO 29001.
• Experience in audit coordination, corrective-action follow-up, compliance monitoring, management-system implementation, or multi-site coordination is an advantage.
• Working knowledge of Microsoft Office 365, particularly SharePoint and Teams, as well as document-management and relevant AI tools.
• Strong organisational, documentation, and record-management skills, with close attention to data accuracy, confidentiality, and information integrity.
• Able to interpret management-system requirements and translate them into practical follow-up actions.
• Strong communication, reporting, and stakeholder-management skills.
• Proactive, detail-oriented, and able to work independently while coordinating effectively across departments and sites.