Sanggul Emas Hiring! Full Time Operations - Regulatory Submissions Specialist in Federal Territory - Ricebowl

Location: Bangsar HQ, Kuala Lumpur

Reporting To: Managing Director / Operations Lead

Role Summary

We need a fast, detail-obsessed, highly proactive executor who takes complete operational ownership of our licensing and vendor compliance pipeline across PETRONAS PLMS, the PETROS Vendor System (Sarawak), SMJ Energy / Sabah state frameworks, and local municipal authorities. Your mission is to clear submission bottlenecks, assemble flawless compliance packages across both East Malaysian states, relentlessly chase processing officers, and ensure zero portal rejections — while supporting the directors on OEM/MTR matters rather than owning those calls independently.

Key Responsibilities

A. Multi-State Portal Execution & Vendor Submissions

• PETRONAS PLMS / GEP SMART: Profile creation, banking lock-ins, tax updates, and ongoing vendor account maintenance.
• PETROS Vendor Portal (Sarawak): Drive PLWC applications, ensuring local content, Borang 1 Trade Licenses (Cap. 33), and Sarawakian equity/management disclosures strictly align with state requirements.
• SMJ Energy & Sabah Compliance: Navigate SMJ Energy vendor registration, state-level contractor listings, SEDIA approvals, and local council trade permits across Sabah.
• SWEC & Code Submissions: Format, package, and upload technical/general SWEC code applications across all platforms.

B. OEM Principal & MTR Support (Director-Led). Supporting role.

• Pre-Audit & Formatting: Review incoming OEM principal appointment letters for foundational formatting (validity dates, correct entity name, territory clauses, color-scan standards) before handing to directors.
• Tracking & Outreach: Prepare and organize OEM principal correspondence — draft follow-up requests, track outstanding appointment letters, and flag expiring authorizations for director review.
• MTR Package Assembly: Compile technical resumes, project track records, and agency letters into MTR-ready packages for director sign-off before submission.
• Escalation: Surface discrepancies or gaps against MTR/state equity guidelines for director decision, rather than resolving them independently.

C. Document Quality Assurance & Statutory Tracking

• Zero-Defect Standards: Ensure every uploaded SSM extract, bank statement and audited financial record meets exact high-resolution color-scan and CTC standards.
• Statutory Alignment: Maintain alignment across all vendor portals whenever statutory or shareholding changes occur, coordinating with the company secretary as needed.

D. Active Chasing & Dashboard Control

• Bureaucracy Acceleration: Proactively follow up with officers at PETRONAS, PETROS, SMJ Energy, local councils, and state ministries to keep processing times tight.
• Compliance Dashboard: Maintain a real-time compliance dashboard covering license validity, code approval status, and renewal deadlines for the BD/Tender team.

Requirements & Key Trait Profile

• Experience: 2–4 years hands-on experience handling vendor licensing via PETRONAS PLMS/VIMS, PETROS, and/or Sabah state O&G vendor systems.
• Mindset: Proactive ownership of execution work; knows when to solve administrative issues independently versus when to escalate technical judgment calls to directors. Proven history of chasing agency officers to resolve portal stalls.
• Technical Diligence: Able to read agency agreements and spot document gaps or errors before submission, even without final authority to resolve MTR questions.
• Multi-State Regulatory Comfort: Understands the distinct environments in Sabah (SMJ Energy/local council) versus Sarawak (PETROS/DGO/Borang 1).
• Communication: Persistent and clear in English and Bahasa Malaysia when chasing external parties and preparing materials for director review.