QA EXECUTIVE CUM DOCUMENT CONTROLLER

myNews; Petaling Jaya; On-site; MYR 40,000 - 60,000; Full time

Job summary

myNews is looking for a Document Control Specialist in Petaling Jaya, Malaysia. This role involves maintaining HACCP-related documents and ensuring compliance with food safety standards. Candidates should have a Diploma or Bachelor's Degree in Food Science or related fields and at least 1–3 years of experience in document control within the food manufacturing industry.

The ideal candidate will possess strong organizational and documentation skills, with proficiency in Microsoft Office applications. This position aims to enhance audit readiness and improve documentation processes across the company.

Qualifications

• A minimum of 1–3 years of experience in document control within the food manufacturing industry.
• Excellent attention to detail and a high level of accuracy.

Responsibilities

• Maintain and control all HACCP-related documents.
• Ensure records are complete, accurate, and systematically filed.
• Prepare documentation for internal and external audits.

Skills

HACCP principles

GMP

Food Safety Standards

Microsoft Office

Organizational skills

Attention to detail

Education

Diploma or Bachelor's Degree in Food Science, Food Technology, or Quality Assurance

Tools

SharePoint

Job description

• Maintain and control all HACCP-related documents, including:
  • HACCP Plan
  • Hazard Analysis
  • CCP monitoring records
  • Standard Operating Procedures (SOPs)
  • Prerequisite Programs (PRPs)
  • Sanitation Standard Operating Procedures (SSOPs)
• Ensure all documents are properly reviewed, approved, updated, and distributed.
• Implement document control procedures, including version control, revision tracking, and document archiving.
• Ensure obsolete documents are removed from circulation and retained according to company requirements.

2. Record Management & Retention

• Manage and maintain all HACCP records and checklists, including:
  • Monitoring records (e.g., temperature logs, sanitation records)
  • Verification and validation records
  • Internal audit reports
• Ensure records are complete, accurate, and systematically filed for easy retrieval.
• Manage document retention periods in accordance with regulatory and company requirements.

3. Checklist & Forms Management

• Develop, standardize, and update HACCP-related forms and checklists.
• Ensure all departments are using the latest approved versions.
• Monitor the completeness and compliance of records completed by Production and QA teams.

4. Training Documentation

• Maintain training records related to HACCP, GMP, and food safety programs.
• Coordinate with the QA team to ensure all employees receive the required HACCP and food safety training.
• Maintain and update training attendance, competency assessments, and certification records.

5. Audit & Compliance Support

• Prepare and organize documentation for internal and external audits (e.g., HACCP certification audits).
• Ensure all documents are audit-ready, traceable, and compliant with regulatory and company requirements.
• Support the QA team in closing audit findings related to documentation gaps.

6. Coordination & Communication

• Liaise with Production, QA, and other departments to ensure document control procedures are consistently followed.
• Provide guidance to employees on document control practices and proper record completion.
• Identify gaps or inefficiencies in the document control system and recommend improvements.
• Support the digitalization and enhancement of document management systems where applicable.

Job Requirements

• Diploma or Bachelor's Degree in Food Science, Food Technology, Quality Assurance, or a related field.
• Minimum 1–3 years of experience in document control within the food manufacturing industry.
• Good knowledge of HACCP principles, GMP, and food safety standards.
• Strong organizational, documentation, and record management skills.
• Excellent attention to detail with a high level of accuracy.
• Proficient in Microsoft Office applications (Excel, Word, and SharePoint or equivalent document management systems).
• Experience in handling documentation for internal and external audits is an added advantage.

Industry: Retail / Wholesale Trading / Property