Admin Assistant (Quality)

HS AeroSystem Sdn. Bhd.; Seremban; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading aerospace manufacturing company in Negeri Sembilan seeks a Quality Documentation Associate. Responsibilities include maintaining quality records, data entry, and supporting audits. Candidates should have at least a diploma in related fields, proficiency in Malay and English, and experience with ISO 9001 documentation. Benefits include working in a dynamic environment focusing on quality and excellence in aerospace manufacturing.

Qualifications

• Minimum 1-2 years of clerical or administrative experience, preferably in a manufacturing environment.
• Experience with ISO 9001 / AS9100 documentation is an advantage.
• Basic understanding of quality documentation and record control.

Responsibilities

• Maintain and file quality records including inspection and calibration records.
• Perform accurate data entry of inspection results and preparation of quality reports.
• Assist during internal and third-party audits by preparing records.
• Support Quality Inspectors with administrative tasks.
• Manage filing systems and handle correspondence related to quality matters.

Skills

Competence in spoken, reading, and writing Malay

Competence in spoken, reading, and writing English

Good filing and organization skills

Data accuracy skills

Communication skills

Teamwork skills

Education

Minimum SPM / Diploma in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

Email systems

Job description

We are aerospace manufacturing company based in Bandar Sri Sendayan, Negeri Sembilan. We are unwavering in our focus on our customers, and we envision a future where our relentless pursuit of excellence will propel us to the forefront of the aerospace manufacturing industry. We are now seeking dynamic individuals who share our commitment and vision to be part of our team.

What you’ll be doing:

• 1. Quality Records & Documentation Control
  • Maintain and file quality records including:
    • Inspection reports (incoming, in-process, final)
    • Certificates of Conformance (CoC)
    • Calibration records
    • Nonconformance Reports (NCR)
    • Corrective and Preventive Action (CAPA) records
  • Ensure documents are properly identified, stored, and retrievable per document retention requirements.
  • Support document revision control and distribution of approved quality procedures, forms, and work instructions.
• 2. Data Entry & Reporting
  • Perform accurate data entry of inspection results, NCRs, audit findings, and supplier quality data into company systems or spreadsheets.
  • Assist in preparing quality reports, trackers, and summaries as requested by Quality personnel.
  • Maintain logs and registers for audits, customer complaints, and corrective actions.
• 3. Audit & Compliance Support
  • Assist during internal, customer, and third‑party audits by preparing records and documentation.
  • Ensure audit checklists, attendance records, and audit evidence are properly filed.
  • Track audit action items and follow up on document submissions.
• 4. Inspection & Production Support
  • Support Quality Inspectors with administrative tasks such as:
    • Printing inspection plans, drawings, and travelers
    • Preparing inspection folders and job files
  • Coordinate document flow between Quality, Production, Purchasing, and Warehouse.
• 5. General Administrative Duties
  • Manage filing systems (physical and electronic).
  • Handle correspondence, emails, and document requests related to Quality matters.
  • Perform other clerical duties as assigned by the Quality Manager or Supervisor.

Authorities:

• Access quality records and systems relevant to assigned duties.
• Request missing or incomplete documentation from relevant departments.
• Escalate document discrepancies or missing records to Quality personnel.

What we’re looking for:

• Minimum SPM / Diploma in Business Administration, Quality, Engineering, or related field.
• Competent in Spoken, Reading, and Writing Malay and English.
• 1–2 years of clerical or administrative experience, preferably in a manufacturing or quality environment.
• Experience with ISO 9001 / AS9100 documentation is an advantage.
• Basic understanding of quality documentation and record control.
• Proficient in Microsoft Excel, Word, and email systems.
• Good filing, organization, and data accuracy skills.
• Ability to handle confidential information.
• Good communication and teamwork skills.
• Detail‑oriented and able to meet deadlines.
• Disciplined and independent.
• Meticulous attention to details, able to multi‑task and commit to job.
• Ability to independently prioritize and accomplish work within time constraints.
• Good analytical, communication and interpersonal skills.