QA cum Document Control Officer / Executive

3. Key Responsibilities

3.1 QMS Document Control

• Control and maintain Company documents and records in accordance with QMS requirements.
• Ensure all controlled documents contain the correct revision number, approval, effective date, and document status.
• Maintain the Document Master List and ensure only the latest approved revision is available at the point of use.
• Control the issuance, distribution, retrieval, replacement, and revision of controlled documents.
• Ensure obsolete documents are promptly removed from points of use and properly identified or archived.
• Maintain proper filing and traceability of both soft-copy and hard-copy documents.
• Maintain confidentiality and prevent unauthorised modification, access, distribution, or use of controlled documents.

3.2 Document Review and Revision

• Coordinate and support document review and revision activities with relevant departments and document owners.
• Follow up with document owners to ensure documents are reviewed and revised before the scheduled review or expiry date.
• Ensure changes to procedures, work instructions, forms, records, and other controlled documents are properly reviewed, approved, and implemented.
• Maintain records of document revisions and ensure appropriate version history and traceability.

3.3 Records Management

• Maintain and control QMS records, including but not limited to:

  • Quality reports
  • Inspection records
  • Procedures
  • Work Instructions
  • Forms
  • Checklists
  • Customer-related documents
  • Audit records
  • Corrective action records

• Ensure records are properly identified, filed, maintained, retrievable, and retained in accordance with Company requirements.

3.4 Audit Coordination and Support

• Coordinate and schedule internal and external audits together with relevant departments.
• Liaise with auditors, department representatives, document owners, and other relevant stakeholders.
• Prepare and arrange the required documents and records for audit activities.
• Support audit activities by providing controlled documents and records when required.
• Monitor audit findings and follow up with the relevant departments on required corrective actions.

3.5 Compliance and Corrective Action

• Support departments in the implementation of QMS procedures and applicable ISO requirements.
• Monitor compliance with documented procedures and requirements.
• Follow up on Corrective and Preventive Actions (CAPA) arising from internal and external audits.
• Monitor the progress and closure of corrective actions within the agreed timeline.
• Assist in identifying recurring documentation or compliance issues and recommend appropriate improvements.
• Support the Company in minimising audit findings through effective document control and compliance monitoring.

3.6 Training and Communication

• Provide briefing or training to relevant personnel when new or revised controlled documents are released.
• Ensure relevant employees are aware of changes to applicable procedures, work instructions, forms, and QMS requirements.
• Coordinate with department representatives to ensure controlled documents are properly implemented at the point of use.

3.7 Continuous Improvement

• Assist in improving the Company's document control system, filing methods, and documentation workflow.
• Identify opportunities to improve document accessibility, traceability, efficiency, and compliance.
• Support the maintenance, certification, and renewal of the Company's applicable ISO management systems.
• Participate in QMS improvement initiatives and other assignments as directed by Management.

4. Qualifications & Requirements

• Diploma or Degree in Quality Management, Business Administration, Engineering, or a related field.
• Minimum 2–4 years of relevant experience in document control, Quality Assurance, QMS, ISO management, or a related field.
• Familiar with applicable ISO management system standards, such as ISO 9001, ISO 14001, and ISO 45001.
• Good knowledge of QMS document control procedures and audit processes.
• Good understanding of document revision, approval, distribution, retrieval, and record retention processes.
• Proficient in Microsoft Office and document management systems.
• Strong organisational and administrative skills with good attention to detail.
• Good communication and coordination skills with the ability to work with multiple departments.
• Able to manage deadlines and follow up effectively with document owners and relevant personnel.
• Able to work independently while also functioning effectively as part of a team.
• Mandarin-speaking ability is an added advantage.

5. Key Competencies

• Document Control & Records Management
• ISO / QMS Compliance
• Audit Coordination
• Attention to Detail
• Organisation & Filing
• Communication & Coordination
• Follow-up and Time Management
• Problem Solving
• Confidentiality and Integrity
• Continuous Improvement