Ever Delicious Food Industries Hiring! Full Time ISO Document Controller in Melaka, Earn up to MYR 3,499 - Ricebowl

ISO DOCUMENT CONTROLLER

Department: Quality & Food Safety
Job Level: Level 4

1. Job Purpose

To manage and maintain the company's Quality Management System (QMS) and Food Safety Management System (FSMS) documentation, ensuring all documents and records are properly controlled, updated, distributed and maintained according to company procedures and applicable ISO standards.

2. Daily Responsibilities

• Monitor and manage incoming document requests, revisions and updates from relevant departments.
• Review submitted documents to ensure correct document numbers, titles, revision numbers, issue dates and approval details.
• Update and maintain the Master Document List and document registers.
• Issue and distribute approved controlled documents to the relevant departments.
• Retrieve, withdraw and replace obsolete documents to prevent the use of outdated versions.
• Maintain proper filing and storage of hardcopy and electronic documents for easy retrieval.
• Follow up with document owners on pending revisions, reviews and outstanding document requests.
• Ensure document control activities comply with company procedures and applicable ISO requirements.

3. Weekly Responsibilities

• Follow up with department representatives on pending document revisions and updates.
• Check document control records to ensure all latest approved documents are properly maintained.
• Verify the availability and proper display of controlled documents at relevant workplaces.
• Review document filing and storage practices to ensure proper identification, accessibility and traceability.
• Coordinate with relevant personnel to update procedures and work instructions when there are changes in work processes.
• Report document control issues, non-compliance or overdue document reviews to the Quality & Food Safety Manager.

4. Monthly Responsibilities

• Review and update the Master Document List to ensure document status and revision records are accurate.
• Monitor document review schedules and follow up on documents due for review.
• Verify the retrieval and disposal of obsolete documents according to the established retention period.
• Review document control records to ensure completeness and readiness for internal and external audits.
• Compile document control updates and report outstanding issues to the Quality & Food Safety Manager.
• Support continuous improvement of document control procedures and filing systems.

5. System / Technology Responsibilities

• Maintain and update electronic and hardcopy documentation using the company's document control system.
• Ensure proper version control, document identification, access and retrieval of electronic records.
• Use Microsoft Office applications, particularly Word and Excel, to prepare, update and maintain document registers and reports.
• Support the implementation and improvement of electronic document management systems (EDMS), where applicable.
• Ensure electronic document records are properly organised, backed up and maintained according to company requirements.

6. Job Requirements

• Diploma or Degree in Records/Information Management, Library Science, Information Technology, Food Science/Food Technology, Secretarial Management or equivalent.
• Minimum two (2) years of experience in document control or ISO documentation, preferably in the food manufacturing industry.
• Experience in handling ISO standards (ISO 9001, ISO 22000, etc.), HACCP, GMP and related management systems.
• Experience with an Electronic Document Management System (EDMS) will be an added advantage.
• Proficient in Microsoft Office applications, particularly Word and Excel.
• Good command of English and Bahasa Malaysia.
• Good organisational skills, attention to detail and ability to manage multiple documents and deadlines.

7. Key Performance Indicators (KPI)

• Accuracy and timely completion of document updates and revisions.
• Proper control, distribution and retrieval of controlled and obsolete documents.
• Availability of the latest approved documents at relevant departments.
• Completeness and accuracy of document registers and records.
• Compliance with document control procedures and applicable ISO requirements.
• Timely follow-up and closure of outstanding document control matters.
• No repeated findings or complaints related to document control negligence.

8. Key Competencies

• Document and Records Management
• ISO Standards and Management System Knowledge
• Attention to Detail and Accuracy
• Planning and Organisational Skills
• Communication and Coordination Skills
• Problem-Solving and Follow-Up Skills
• Time Management and Multitasking
• Integrity and Accountability

Pay: RM2,500.00 - RM3,499.00 per month

Work Location: In person