IMS Executive Cum Document Controller

Pentas Flora Management Services Sdn Bhd; Selangor; On-site; MYR 36,000 - 54,000; Full time

Job summary

Pentas Flora Management Services Sdn Bhd is seeking a detail‑oriented Document Controller to maintain IMS documents, manage SharePoint/EDMS repositories, and support ISO standards implementation. You will coordinate audits, track corrective actions, and assist in management reviews across PF entities.

The role requires 2–5 years in IMS/HSE or similar, strong documentation skills, and proficiency with MS Office 365 and SharePoint/Teams.

Qualifications

• 2–5 years of experience in IMS, HSE, Quality Management Systems, document control, regulatory compliance, or similar coordination.

Responsibilities

• Maintain controlled IMS documents, including procedures, work instructions, forms, templates, and records.

Skills

IMS

HSE

Quality Mgmt

Document control

Audit coordination

MS Office 365

SharePoint/Teams

Education

Bachelor degree

Tools

SharePoint

Job description

Maintain controlled IMS documents, including procedures, work instructions, forms, templates, and records, in accordance with document-control requirements.

Administer and maintain SharePoint/EDMS document repositories, including user access and document structure.

Support the implementation and maintenance of ISO 9001, ISO 14001, ISO 45001, and ISO 29001 requirements, where applicable.

Support internal and external audits by ensuring controlled documents, records, and objective evidence are properly maintained and readily available.

Provide secretariat support to the IMS Steering Committee, including meeting preparation, agenda coordination, action tracking, and follow-up.

Monitor audit findings, nonconformities, corrective actions, and opportunities for improvement; coordinate follow-up with responsible functions.

Consolidate IMS implementation updates, performance data, and document-control KPI reports from departments and plants for management review.

Support the Group HSE function in implementing HSE systems, programmes, procedures, and standard practices across PF entities.

Coordinate with plant HSE Executives/Coordinators to obtain implementation updates, required records, and outstanding action status.

Monitor HSE regulatory compliance activities, including scheduled monitoring, statutory inspections, licences, certificates, reports, and other compliance actions.

Maintain Group-level HSE compliance and monitoring trackers for relevant regulatory and operational requirements.

Escalate significant overdue, non-compliant, or high-risk matters to the relevant functional or management owner.

Carry out other duties assigned by Management in line with business needs and the objectives of the role.

Requirements

Degree in Engineering, Science, HSE, Business Administration, or a related discipline.

Preferably 2-5 years of experience in IMS, HSE, Quality Management Systems, document control, regulatory compliance, or a similar coordination role.

Practical understanding of ISO 9001, ISO 14001, ISO 45001, and preferably ISO 29001.

Experience in audit coordination, corrective-action follow-up, compliance monitoring, management-system implementation, or multi-site coordination is an advantage.

Working knowledge of Microsoft Office 365, particularly SharePoint and Teams, as well as document-management and relevant AI tools.

Strong organisational, documentation, and record-management skills, with close attention to data accuracy, confidentiality, and information integrity.

Able to interpret management-system requirements and translate them into practical follow-up actions.

Strong communication, reporting, and stakeholder-management skills.

Proactive, detail-oriented, and able to work independently while coordinating effectively across departments and sites.

PENTAS FLORA is a leading scheduled waste management company committed to sustainable resource recovery. We specialise in transforming hazardous waste streams into valuable resources, producing high-quality re-refined base oil, fuel oil, and a range of other reusable materials. Dedicated to environmental stewardship, we leverage innovation and cutting-edge technology to minimise environmental impact and maximise resource value. Our 'cradle to cradle' philosophy underpins our commitment to responsible waste management practices, driving a cleaner, greener future. Partner with us to contribute to a more sustainable world.

PENTAS FLORA is a leading scheduled waste management company committed to sustainable resource recovery. We specialise in transforming hazardous waste streams into valuable resources, producing high-quality re-refined base oil, fuel oil, and a range of other reusable materials. Dedicated to environmental stewardship, we leverage innovation and cutting-edge technology to minimise environmental impact and maximise resource value. Our 'cradle to cradle' philosophy underpins our commitment to responsible waste management practices, driving a cleaner, greener future. Partner with us to contribute to a more sustainable world.

What can I earn as a Document Controller