Quality Process Assurance/Compliance Executive

Key Responsibilities:

1.       Support Managerial Function:

·         Assist the Manager in implementing compliance programs, policies, and legal frameworks.

·         Support the monitoring of process compliance, ensuring proper documentation and timely reporting.

·         Maintain accurate and updated compliance databases, records, and filing systems.

·         Provide administrative and operational support in audits, inspections, and certifications.

2.       Quality & Process Assurance:

·         Perform routine checks on documentation, processes, and records to ensure alignment with SOPs.

·         Draft, update, and circulate process guidelines under the guidance of the Manager.

·         Follow up with outlets to ensure timely submission of reports and compliance evidence.

·         Track non-conformities, assist in corrective actions, and maintain logs for monitoring progress.

3.       Legal & Regulatory Assistance:

·         Assist in reviewing and preparing contracts, agreements, and policy documents.

·         Support the monitoring of legal obligations, contract renewals, and regulatory deadlines.

·         Liaise with internal departments and external parties (e.g., auditors, regulators, consultants) under the direction of the Manager.

·         Ensure confidentiality and proper version control of legal and compliance documents.

4.       Reporting & Continuous Improvement:

·         Prepare draft compliance and quality reports for Manager’s review.

·         Provide data collection and basic analysis to support process improvement initiatives.

·         Assist in staff awareness sessions, training logistics, and dissemination of compliance updates.

·         Contribute ideas for improving efficiency, accuracy, and compliance culture within the organization.

5. Training Development Support:

·         Collect training records, technician skill inventories, and certification data from existing systems.

·         Prepare the first draft of the PCM Group Training Matrix, mapping technicians against required skills/levels.

·         Maintain updated training records and assist in building a central training database.

·         Work with HR and Service/Workshop departments to compile training needs and schedules.

·         Track participation, completion, and compliance status.

·         Generate progress reports and training gap summaries for the Manager’s review.

·         Assist in preparing presentations and proposals for management approval.

6. Administration:

·         Manage procurement of office supplies, stationery, letterheads, name cards, name chops, and related items.

·         Maintain stock records and always ensure adequate supply levels.

·         Support onboarding of new staff by preparing necessary stationery and office equipment.

·         Coordinate with vendors on purchases, deliveries, and invoicing related to office administration.

7. Office Maintenance:

·         Oversee general office facility upkeep, cleanliness, and functionality.

·         Coordinate with contractors, service providers, and building management for repairs and maintenance work.

·         Monitor utilities, office equipment servicing schedules, and ensure compliance with safety standards.

·         Ensure the office environment remains safe, operational, and conducive for staff.

Qualifications for Executive, Quality Process Assurance & Legal

1.       Diploma or Degree in Business Administration, Finance, Risk Management, Quality Management, Environmental, Occupational Safety & Health Management or a related field.

2.       1 to 3 years of experience in compliance, audit, risk management, or regulatory-related functions.

3.       Basic understanding of regulatory requirements, corporate governance, and compliance frameworks.

4.       Detail-oriented, organized, and able to handle confidential information with integrity.

5.       Good analytical and problem-solving skills.

6.       Strong communication and coordination skills to liaise with internal departments and external parties.

7.       Proficient in Microsoft Office applications (Excel, Word, PowerPoint).

8.       Ability to work independently and meet deadlines in a fast-paced environment.