Officer/Executive (Planning)

NIOSH CERTIFICATION SDN BHD; Bandar Baru Bangi; On-site; MYR 200,000 - 250,000; Full time

Job summary

A leading company in certification is seeking an Executive (Planning) to manage comprehensive scheduling, coordination, and documentation for MS ISO audits. The role involves direct communication with clients and auditors, ensuring compliance, and improving audit processes. Ideal candidates must possess a Bachelor’s Degree, two years of relevant experience, and strong organizational and communication skills.

Qualifications

• Bachelor’s Degree required.
• Minimum of 2 years' experience in audit planning or administrative coordination.
• Familiarity with MS ISO certification processes (ISO 9001, ISO 14001, etc.).

Responsibilities

• Prepare and maintain audit schedules for all clients.
• Coordinate with clients for audit dates and manage auditor assignments.
• Handle post-audit documentation and client communications.

Skills

Organizational Skills

Communication Skills

Time Management

Education

Bachelor’s Degree in Business Administration or related field

Tools

Microsoft Office

Audit Scheduling Systems

Job description

The Executive (Planning) is responsible for planning, coordinating, and managing the end-to-end scheduling and documentation for MS ISO audits (e.g., ISO 9001, ISO 14001, ISO 45001, ISO 41001) for clients. The role includes handling pre-audit arrangements, auditor assignments, logistics, client communication, and post-audit documentation to ensure smooth certification processes and compliance with accreditation requirements.

Key Responsibilities

1. Audit Scheduling & Planning

Prepare and maintain audit schedules (initial, surveillance, recertification) for all clients.

Coordinate with clients to determine suitable audit dates and scope.

Assign competent auditors based on qualification, availability, and impartiality criteria.

Issue formal audit notices and confirmation letters to clients and auditors.

Ensure audit planning complies with accreditation and scheme requirements (e.g., ISO/IEC 17021).

2. Pre-Audit Preparation

Prepare and distribute pre-audit documentation such as client background, scope, previous reports, and checklists.

Liaise with auditors to confirm audit team composition and audit plans.

Coordinate logistics such as travel, accommodations, and audit tools.

3. Client & Auditor Coordination

Act as the main liaison between clients and auditors for planning and clarification.

Handle client inquiries related to audit planning, timelines, and requirements.

Ensure auditors are briefed on client background, expectations, and past issues.

4. Post-Audit Processing

Ensure timely collection of audit reports, NCRs, and audit conclusions from the audit team.

Review submitted documents for completeness and escalate issues as necessary.

Coordinate submission of reports to the certification decision committee.

Update audit outcomes in the client management system/database.

5. Documentation & Compliance

Maintain audit records and schedules in accordance with accreditation body requirements.

Support internal and external (accreditation) audits related to audit planning functions.

Monitor auditor utilization, performance feedback, and rotation requirements.

Assist in improving planning procedures and audit scheduling tools.

Participate in team meetings, training, and reviews to enhance service quality and operational efficiency.

Job Requirements

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

Minimum 2 years' experience in audit planning or administrative coordination in a certification body.

Familiar with MS ISO certification processes and relevant standards (e.g., ISO 9001, ISO 14001, ISO 45001).

Knowledge of ISO/IEC 17021 or accreditation criteria is an advantage.

Proficient in Microsoft Office and audit scheduling systems.

Strong organizational, time management, and communication skills.

Able to work independently, manage multiple clients and tight deadlines.

Good command of English and Bahasa Malaysia.

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What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as a Planning Executive? How much notice are you required to give your current employer? Which of the following Microsoft Office products are you experienced with?

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