Assistant Manager, Document Controller (Manufacturing)

Ideal Quality; Meru; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading quality management firm in Selangor, Malaysia, is seeking a Document Control Manager. The role requires a Bachelor's degree and 5–7 years of experience in document control, primarily in a manufacturing environment. Candidates must be proficient in ISO 9001 and DMS systems. The position emphasizes strong analytical skills, communication, and the ability to facilitate audits. Competitive salary based on experience.

Qualifications

• 5–7 years of experience in document control, preferably in a manufacturing environment.
• Strong understanding of record retention and document security.
• Experience in facilitating audits and training team members.

Responsibilities

• Develop and maintain the document control system.
• Control the issuance and revision of all controlled documents.
• Ensure compliance with ISO and other regulatory requirements.
• Conduct training sessions on document control procedures.

Skills

Document Control

ISO 9001 compliance

Supervisory skills

MS Office proficiency

Analytical skills

Education

Bachelor’s Degree in Business Administration or related field

Tools

Document Management Systems (DMS)

ERP platforms (e.g., SharePoint, SAP)

Job description

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Bachelor’s Degree in Business Administration, Quality Management, Document Control, or a related field.

Minimum 5–7 years of experience in document control, preferably in a manufacturing or compliance-driven environment, with at least 2–3 years in a supervisory or lead capacity.

Solid knowledge of ISO 9001 and other quality or regulatory standards related to documentation and audit compliance.

Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and experienced with Document Management Systems (DMS) or ERP platforms (e.g., SharePoint, SAP, Aconex).

Strong understanding of record retention, document security, and version control principles.

Excellent organizational, communication, and coordination skills with a keen attention to detail.

Proven ability to train team members, facilitate audits, and coordinate cross-department documentation activities.

Analytical and proactive, with the ability to identify and implement process improvements in documentation practices.

Demonstrated integrity, accountability, and commitment to maintaining confidentiality in all documentation matters.

Experience in manufacturing industry is an added advantage.

Duties and Responsibilities

• Bachelor’s Degree in Business Administration, Quality Management, Document Control, or a related field.
• Minimum 5–7 years of experience in document control, preferably in a manufacturing or compliance-driven environment, with at least 2–3 years in a supervisory or lead capacity.
• Solid knowledge of ISO 9001 and other quality or regulatory standards related to documentation and audit compliance.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint) and experienced with Document Management Systems (DMS) or ERP platforms (e.g., SharePoint, SAP, Aconex).
• Strong understanding of record retention, document security, and version control principles.
• Excellent organizational, communication, and coordination skills with a keen attention to detail.
• Proven ability to train team members, facilitate audits, and coordinate cross-department documentation activities.
• Analytical and proactive, with the ability to identify and implement process improvements in documentation practices.
• Demonstrated integrity, accountability, and commitment to maintaining confidentiality in all documentation matters.
• Experience in manufacturing industry is an added advantage.

Document Management System (DMS)

• Develop, implement, and maintain the document control system (both manual and electronic).
• Ensure proper categorization, numbering, indexing, and archiving of all controlled documents.
• Maintain document registers and logs for efficient tracking, retrieval, and status monitoring.

Document Control Activities

• Control the issuance, distribution, and revision of all controlled documents (SOPs, forms, policies, work instructions, drawings, etc.).
• Ensure obsolete or superseded documents are promptly removed and archived in line with retention policies.
• Coordinate with relevant departments to update documents and maintain version control.

Compliance and Audit Support

• Ensure compliance with ISO, OSHA, customer audit, and other regulatory documentation requirements.
• Support internal and external audits by preparing and providing all required documentation and records.
• Maintain confidentiality and integrity of records in accordance with company policies.

Communication and Coordination

• Liaise with department heads, process owners, and team members to ensure documentation needs are effectively met.
• Conduct training sessions for employees on document control procedures and best practices.
• Monitor document usage, distribution, and access rights to prevent unauthorized modifications.

Continuous Improvement

• Identify and recommend opportunities for improvement in document management practices, templates, and tools.
• Support digital transformation initiatives, including the rollout of electronic document management systems (EDMS).

Internal Audit Facilitation

• Plan and facilitate internal audits to ensure the effectiveness of the company’s document management system.
• Liaise with all persons-in-charge (PICs) on matters related to the DMS.
• Compile audit notes, prepare audit reports, and summarize internal audit findings.
• Coordinate with responsible PICs on audit findings and corrective actions.

Technical Support for DMS

• Conduct internal training sessions related to the Document Management System.
• Attend to technical documentation requests from internal and external parties (e.g., data, test results, product specifications, audit questionnaires, and plant-related information).

Other Responsibilities

• Perform any other tasks or duties as assigned by management to support departmental or organizational goals.

Application Questions

• What is your expected monthly basic salary?
• Which of the following types of qualifications do you have?
• How many years' experience do you have as a Document Controller?
• Which of the following content management systems (CMS) do you have experience with?
• Which of the following languages are you fluent in?
• How many years' experience do you have as a Document Control Manager?
• Which of these industries have you worked in?
• How much notice are you required to give your current employer?