Assistant Manager, Document Controller (Manufacturing)

Ideal Quality Sdn Bhd; Meru; On-site; MYR 70,000 - 90,000; Full time

Job summary

A prominent manufacturing firm in Malaysia is seeking a Document Control Supervisor. The candidate will manage the document control system, support compliance and audits, and train team members on procedures. Requirements include a Bachelor's degree in a relevant field, significant experience in document control, and proficiency in MS Office and document management systems. Ideal for proactive individuals with a strong understanding of quality standards.

Qualifications

• 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.
• 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.

Responsibilities

• Develop, implement, and maintain the document control system (both manual and electronic).
• Control the issuance, distribution, and revision of all controlled documents (SOPs, forms, policies).
• Ensure compliance with ISO, OSHA, and customer audit documentation requirements.
• Liaise with department heads to ensure documentation needs are effectively met.
• Identify and recommend opportunities for improvement in document management practices.

Job description

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

1. 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.
2. 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.
3. 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.
4. 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.
5. 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).
6. Facilitation of Internal Audit
   • 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.
7. Document Management System (Technical Support)
   • 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).
8. Other Responsibilities
   • Perform any other tasks or duties as assigned by management to support departmental or organizational goals.