ADMIN CUM SAFETY OFFICER

Newaction Marketing Sdn Bhd; Negeri Sembilan; On-site; MYR 42,000 - 66,000; Full time

Job summary

Newaction Marketing Sdn Bhd is seeking an Admin cum Safety Officer to coordinate SHE matters and support general administrative functions across the company. The role ensures compliance with OSH, environmental and fire safety requirements while implementing safety programs, inspections and risk assessments.

The incumbent will monitor permits, licences, company vehicles and foreign worker accommodation, providing guidance to employees and Management to maintain a safe workplace.

Qualifications

• Diploma/Degree in OSH, Environmental Management or related field.
• Experience in Safety, General Affairs or Administration is advantageous.
• Knowledge of Malaysian workplace safety requirements (JKKP/DOSH, BOMBA).

Responsibilities

• Coordinate and oversee safety, health and environmental programs and audits.
• Conduct risk assessments and implement corrective actions.
• Daily safety rounds and PPE compliance monitoring.
• Lead monthly SHE inspections and 5S audits.
• Manage scheduled waste records and eSWIS documentation.
• Assist with permits, licences and company documents.

Education

OSH/Env Management degree

Business Administration degree

Tools

eSWIS

Microsoft Office

Job description

The Admin cum Safety Officer is responsible for coordinating and overseeing workplace safety, health and environmental (SHE) matters, while also supporting general administrative and general affairs functions of the Company.

The position is responsible for ensuring compliance with applicable Occupational Safety and Health (OSH), Environmental, Fire Safety and other regulatory requirements, as well as implementing safety programs, inspections, risk assessments and corrective actions.

The position will also support the Company in monitoring permits, licences, company vehicles, foreign worker accommodation and other general administrative matters.

KEY RESPONSIBILITIES

A. SAFETY COORDINATOR

Develop, review and propose SHE policies, procedures and programs to Management.

Ensure workplace safety practices comply with applicable JKKP/DOSH, DOE, BOMBA and other relevant regulatory requirements.

Advise and provide guidance to employees and Management on workplace safety and health matters.

Promote safety awareness and a positive safety culture throughout the workplace.

Stop or report any unsafe acts, conditions or processes that may pose a risk to employees, visitors, property or the environment.

Conduct and maintain appropriate risk assessments for workplace activities and processes.

Coordinate and monitor

• Employee noise exposure risk assessments.
• Chemical health hazard assessments.
• Ergonomic assessments.
• Other relevant workplace safety and health assessments.

Follow up on corrective and preventive actions arising from risk assessments, inspections and audits.

Monitor employees' compliance with safety procedures and proper use of Personal Protective Equipment (PPE).

3. Daily Safety Inspection

Conduct daily/morning safety rounds throughout the factory.

Check employees' compliance with PPE requirements and other safety procedures.

Provide verbal reminders/warnings for minor safety non-compliance and report repeated or serious violations to Management.

Identify unsafe conditions, hazards and non-conformities and ensure timely corrective action.

Monitor PPE stock levels and arrange for replenishment when necessary.

4. Monthly SHE Inspection & 5S Audit

Lead and coordinate the monthly SHE inspection and 5S audit.

Prepare and maintain inspection and audit findings reports.

Monitor corrective actions and follow up with relevant departments until findings are properly closed.

Organise and coordinate monthly SHE Committee meetings.

Prepare meeting materials, minutes and follow-up actions where required.

5. Scheduled Waste Management – DOE

Manage and maintain records of Scheduled Waste generated by the Production Department.

Monitor and record scheduled waste by waste code, quantity, unit and drum/container.

Ensure proper identification, segregation, storage and labelling of Scheduled Waste.

Monitor scheduled waste including, where applicable:

• SW306 – Waste Hydraulic Oil.
• SW409 – Containers contaminated with chemicals, mineral oil or scheduled wastes.
• SW410 – Rags, plastics, papers or filters contaminated with scheduled wastes.

Ensure scheduled waste containers are properly labelled and stored according to applicable requirements.

Maintain relevant Scheduled Waste records and documentation.

Coordinate and manage scheduled waste disposal through approved/licensed contractors.

Monitor disposal timelines and ensure disposal is carried out within the required period.

Maintain and update relevant eSWIS records and notifications where applicable.

6. Employee Accident Management

Report workplace accidents/incidents to the relevant authorities, including submission of JKKP 6 where applicable.

Conduct investigations into workplace accidents and incidents to determine the cause and root cause.

Recommend and implement appropriate Corrective and Preventive Actions (CAPA).

Monitor corrective actions to prevent recurrence of similar incidents.

Maintain proper records of workplace accidents and incidents.

B. BOMBA / FIRE SAFETY

Monitor and maintain the Company's fire protection systems and equipment, including:

• Hose reel system.
• Emergency siren/alarm system.
• Other relevant fire protection equipment.

Coordinate inspection, servicing and maintenance of fire protection equipment with appointed third-party contractors.

Monitor the expiry dates of fire extinguishers and ensure timely servicing or replacement.

Follow up on any defects or issues identified during fire protection system inspections.

Monitor and coordinate the renewal of the Company's Fire Certificate (FC) and relevant BOMBA requirements.

Ensure required documents, inspections and servicing are arranged within the stipulated timeframe.

Liaise with BOMBA and appointed contractors on fire safety matters.

Plan and coordinate the Company's Fire Drill Programme.

Liaise with the Malaysian Fire and Rescue Department (BOMBA) for fire drill/training arrangements where required.

Prepare the necessary applications and documentation.

Maintain fire drill attendance, reports and related records.

C. FACTORY SAFETY & FIRST AID

Conduct regular checks of First Aid Kits in all departments.

Maintain a list of required First Aid items.

Monitor stock levels and identify items that are:

• Used up.
• Missing.
• Expired.
• Damaged.

Arrange replenishment of First Aid items when necessary.

Ensure First Aid Kits are properly maintained and readily accessible.

Maintain relevant First Aid inspection and replenishment records.

Support workplace safety campaigns, toolbox meetings and safety awareness activities.

Monitor general safety conditions within the factory and report any hazards or unsafe conditions to the relevant department or Management.

D. GENERAL AFFAIRS / ADMINISTRATION

1. Permits, Licences & Company Documents

Monitor and renew all relevant company permits, licences, certificates and registrations.

Maintain an updated record of expiry dates and renewal status.

Ensure required documents are renewed before their expiry dates.

Maintain and update relevant organisational and legal documents.

Liaise with relevant government departments, authorities, contractors and service providers when required.

2. Company Vehicle Administration

Monitor and coordinate the renewal and maintenance of company vehicle documentation, including:

• Road Tax.
• Vehicle Insurance.
• PUSPAKOM inspection.

Maintain proper records of company vehicles and their respective expiry dates.

Coordinate vehicle inspections, insurance renewal and related administrative matters.

Ensure vehicle documentation is updated and available when required.

Report any vehicle-related issues requiring repair or maintenance to the relevant person/appointed service provider.

Monitor the cleanliness and condition of the foreign worker accommodation/CLQ.

Report any repair, maintenance or facility issues to the appointed CLQ agent for follow-up.

Follow up with the agent on reported issues until completion.

Maintain basic records of accommodation-related matters.

4. General Administrative Support

Provide administrative support for factory operations and Management as required.

Maintain proper filing and documentation of administrative, safety and compliance records.

Coordinate with internal departments on administrative and safety-related matters.

Assist in internal and external audits, inspections and compliance reviews.

Prepare reports, records and documentation as required.

Perform other duties and responsibilities assigned by Management from time to time.

QUALIFICATIONS & REQUIREMENTS

Diploma/Degree in Occupational Safety & Health, Environmental Management, Business Administration or a related field.

Relevant experience in Safety, General Affairs, Administration or Manufacturing will be an advantage.

Knowledge of Malaysian workplace safety and environmental requirements, particularly JKKP/DOSH, DOE and BOMBA requirements.

Familiar with workplace safety inspections, risk assessments, accident investigation and Scheduled Waste management.

Experience in eSWIS and Scheduled Waste documentation will be an advantage.

Good administrative, documentation and record-keeping skills.

Good communication and interpersonal skills.

Able to work independently and coordinate effectively with different departments.

Proactive, responsible and able to identify and follow up on safety and compliance issues.

Good computer skills, particularly Microsoft Office (Word, Excel and PowerPoint).

Willing to work in a manufacturing/factory environment.