Document Control Executive

Vital; Kuala Lumpur; On-site; MYR 60,000 - 75,000; Full time

Job summary

Vital in Kuala Lumpur is seeking a Document Control / Quality Assurance professional to maintain and control company documents, ensure version control, and manage filing systems for easy retrieval and traceability. The role supports internal and external audits and ensures compliance with ISO standards.

Responsibilities include coordinating across departments for document approval, monitoring registers for accuracy, controlling access to latest versions, and advising staff on best practices.

Qualifications

• Bachelor’s degree in related field.
• Minimum 1 year of experience in a quality assurance role, preferably in the manufacturing, medical device, or pharmaceutical industry
• Excellent problem-solving, analytical, and decision-making skills
• Strong attention to detail and ability to work in a fast-paced, regulated environment
• Effective communication and teamwork skills to collaborate with cross-functional teams
• Mandarin fluency preferred for Mandarin-speaking colleagues

Responsibilities

• Maintain and control all company documents per procedures and standards.
• Ensure proper document version control (issuance, revision, distribution, archiving).
• Monitor and update document registers for accuracy.
• Coordinate with departments to collect, review, and process documents for approval.
• Ensure documents comply with regulatory and quality requirements (e.g., ISO).
• Control access to documents and ensure only latest approved versions are in use.
• Manage physical and electronic filing systems for easy retrieval and traceability.
• Support audits by providing required documentation.
• Ensure timely disposal or retention per policy.
• Provide guidance to employees on document control procedures.

Skills

Attention to detail

Problem solving

Analytical thinking

Communication

Teamwork

Mandarin language

Education

Bachelor’s degree

Job description

1. 1. Maintain and control all company documents in accordance with established procedures and standards.
2. 2. Ensure proper document version control, including issuance, revision, distribution, and archiving.
3. 3. Monitor and update document registers to ensure all records are accurate and up to date.
4. 4. Coordinate with departments to collect, review, and process documents for approval.
5. 5. Ensure all documents comply with regulatory and quality requirements (e.g., ISO standards).
6. 6. Control access to documents and ensure only the latest approved versions are in use.
7. 7. Manage document filing systems (both physical and electronic) for easy retrieval and traceability.
8. 8. Support internal and external audits by providing required documentation.
9. 9. Ensure timely disposal or retention of documents in accordance with company policy.
10. 10. Provide guidance to employees on document control procedures and best practices.

Job Requirement

1. 1. Bachelor’s degree in related field.
2. 2. Minimum 1 year of experience in a quality assurance role, preferably in the manufacturing, medical device, or pharmaceutical industry
3. 3. Excellent problem-solving, analytical, and decision-making skills
4. 4. Strong attention to detail and ability to work in a fast-paced, regulated environment
5. 5. Effective communication and teamwork skills to collaborate with cross-functional teams
6. 6. Candidates fluent in Mandarin are preferred as the role requires the candidate to deal with Mandarin-speaking colleagues