QESH ADMINISTRATOR & DOCUMENT CONTROLLER

AMOVE Resources Sdn Bhd; Seberang Perai; On-site; MYR 28,000 - 50,000; Full time

Job summary

AMOVE Resources Sdn Bhd in Malaysia seeks a QEHS Administrator & Document Controller to support the QEHS Department. You will handle daily admin tasks, manage document control, training records, incident logs and audit documentation, ensuring accuracy and retrievability across systems.

Fresh graduates are welcome. Suitable for individuals who are detail-oriented, organised and capable of coordinating multiple tasks while maintaining confidentiality of sensitive information.

Qualifications

• Diploma or Certificate in Occupational Safety & Health, Environmental, Business Administration, Document Control or related field.
• Fresh graduates are encouraged to apply.
• 1-2 years of QEHS administration, document control or similar role is an advantage.
• Good knowledge of Microsoft Office, especially Excel and Word.
• Good documentation, filing and record-keeping skills.
• Able to maintain trackers and follow up on expiry dates, renewals and outstanding actions.
• Good communication and coordination skills.
• Able to work independently and manage multiple administrative tasks.
• Organised, detail-oriented and willing to learn.
• Experience in ISO 9001/ISO 14001/ISO 45001 documentation is an added advantage.
• Experience with CIDB, training/competency records, vehicle maintenance records or safety documentation is an added advantage.

Responsibilities

• Provide administrative support to QEHS Department and assist in daily QEHS activities, meetings, training, audits and inspections.
• Maintain, update and control QEHS documents, procedures, forms, checklists, registers and records.
• Maintain the Master Document List, including revision, distribution, filing and archiving.
• Assist in maintaining documentation for ISO 9001/14001/45001 and internal/external audits.
• Maintain QEHS Training Matrix and monitor training, attendance, certificates and competency records.
• Maintain the Competency Register and monitor expiry dates for forklift operators, riggers, scaffolders, first aiders, etc.
• Coordinate refresher training and certification renewals.
• Maintain CIDB registrations, licences, permits, certifications and QEHS records.
• Maintain QEHS Incident Register and related actions tracking.
• Maintain vehicle/equipment compliance records (maintenance, service, inspection, insurance).
• Maintain PPE records and liaise with suppliers for QEHS requirements.
• Maintain project-related QEHS documentation and submit reports and trackers.
• Identify opportunities to improve QEHS administration and document control confidentiality.

Skills

Office administration

Document control

Record-keeping

Communication

Independence

Attention to detail

Time management

ISO documentation

Training/competency records

Safety knowledge

Education

Diploma/Certificate in Safety & Health or related field

Tools

Excel

Word

Document management system

Job description

QESH ADMINISTRATOR & DOCUMENT CONTROLLER

• Provide administrative support to the QEHS Department and assist in daily QEHS activities, meetings, training, audits and inspections.
• Maintain, update and control QEHS documents, procedures, forms, checklists, registers and records in accordance with the company's document control system.
• Maintain the Master Document List, including document revision, distribution, withdrawal, filing and archiving.
• Assist in maintaining documentation and records for ISO 9001, ISO 14001 and ISO 45001 requirements, including internal, external and customer audits.
• Maintain the QEHS Training Matrix and monitor planned versus completed training, employee attendance, certificates and competency records.
• Maintain the Competency Register and monitor competency requirements and expiry dates for forklift operators, riggers, scaffolders, first aiders, emergency responders and other competent personnel.
• Coordinate refresher training, certification renewals and other competency-related requirements before expiry.
• Maintain and monitor CIDB registrations, licences, permits, certifications and other QEHS-related statutory records, including renewal due dates.
• Maintain and update the QEHS Incident Register, including incidents, near misses and property damage cases, and assist with tracking related actions.
• Maintain and update vehicle and equipment compliance records, including preventive maintenance, servicing, repairs, inspections, certification, insurance, road tax and other applicable documentation.
• Maintain records for forklifts, lifting equipment and other operational equipment, including inspection, maintenance and certification status.
• Maintain PPE records, including stock, issuance, replacement and related documentation, and liaise with suppliers for PPE, safety equipment and QEHS requirements.
• Maintain project-related QEHS documentation, including training, competency, inspection, safety and other required project records.
• Prepare and maintain QEHS reports, statistics, trackers, correspondence and document submissions, ensuring information is accurate, updated and readily retrievable.
• Identify opportunities to improve QEHS administration and document control processes, maintain confidentiality of company and customer information, comply with applicable QEHS requirements, and perform other duties assigned by the QEHS Manager or Management.

Requirements

• Diploma or Certificate in Occupational Safety & Health, Environmental, Business Administration, Document Control or related field.
• Fresh graduates are encouraged to apply.
• 1-2 years of experience in QEHS administration, document control, HSE administration or similar role will be an advantage.
• Good knowledge of Microsoft Office, especially Excel and Word.
• Good documentation, filing and record-keeping skills.
• Able to maintain trackers and follow up on expiry dates, renewals and outstanding actions.
• Good communication and coordination skills.
• Able to work independently and manage multiple administrative tasks.
• Organised, detail-oriented and willing to learn.
• Experience in ISO 9001 / ISO 14001 / ISO 45001 documentation is an added advantage.
• Experience with CIDB, training/competency records, vehicle maintenance records or safety documentation is an added advantage.