OSH Coordinator / HSE Admin

About the role

We are seeking a dedicated HSE Administrator / Coordinator & Document Controller to join our team in Seberang Perai, Penang. This role is pivotal in maintaining the integrity and compliance of our Quality, Environmental, Safety and Health (QESH) management systems. As QESH Administrator & Document Controller, you will be responsible for managing and coordinating all documentation, procedures, and administrative functions related to our QESH programmes. You will work closely with operational teams to ensure that all QESH policies, procedures, and records are current, accessible, and compliant with relevant regulations and standards. This position is essential to supporting the organisation's commitment to maintaining the highest standards of quality, environmental stewardship, safety, and health practices.

Key responsibilities

• Maintain and update all QESH documentation, including policies, procedures, work instructions, and forms in accordance with regulatory requirements and organisational standards
• Manage the document control system, including version control, distribution, and archiving of QESH-related documents
• Coordinate and schedule QESH audits, inspections, and management reviews, and prepare relevant documentation and reports
• Assist in the preparation and maintenance of QESH records, including incident reports, corrective action requests, and training records
• Support the coordination of QESH training programmes and maintain training records for all personnel
• Monitor and track regulatory changes and updates to ensure organisational compliance with applicable QESH legislation and standards
• Prepare reports on QESH performance metrics, trends, and non-conformances for management review
• Liaise with internal departments and external stakeholders to ensure effective communication of QESH requirements and updates
• Assist in the implementation of corrective and preventive actions (CAPA) arising from audits or non-conformances
• Maintain QESH notice boards, communication materials, and other administrative resources

What we're looking for

• Proven experience as an Administrative Assistant, QESH Administrator, or Document Controller, preferably within a manufacturing, industrial, or regulated environment
• Strong knowledge of QESH management systems, ISO standards (such as ISO 9001, ISO 14001, ISO 45001), and relevant Malaysian regulatory requirements
• Excellent organisational and time management skills with the ability to manage multiple priorities and deadlines effectively
• Proficiency in document management systems and Microsoft Office applications (Word, Excel, PowerPoint)
• Strong written and verbal communication skills in English and Bahasa Malaysia, with the ability to communicate clearly with personnel at all levels
• Meticulous attention to detail and accuracy, particularly when managing documentation and records
• Ability to work independently and as part of a team in a collaborative environment
• Familiarity with audit processes and the ability to support audit preparation and execution
• A commitment to maintaining confidentiality and adhering to data protection standards
• Diploma or certification in Quality Assurance, Environmental Management, Occupational Safety and Health, or related field (preferred)