ZW Packaging Hiring! Full Time QA cum Document Control Officer - Executive in Pulau Pinang - Ricebowl

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