Senior Document Control

HQPack Sdn Bhd; Kulai; On-site; MYR 67,000 - 100,000; Full time

Benefits offered by this job

11 days public holiday per year

13 days Annual Leave

100 days maternity leave

5 days childcare leave

14days paternity leave

Group PA & Hospitalization and Group

Group Term Life benefits

Job summary

HQ Pack Sdn Bhd in Kulai, Malaysia, is seeking a Document Management & Control professional to establish and maintain a structured document control system aligned with ISO standards, and to support regulatory documentation readiness. You will manage electronic and physical records, ensure version control, audit readiness, and regional document harmonization, reporting to the QHSE Manager.

This role requires a degree in a related field and at least five years' experience in documents management;

Qualifications

• Degree in Business Administration, Library Management, Records Management, or a related field.
• Minimum 5 years of hands-on document management or records management experience.
• Exceptional attention to detail and strong organizational skills.
• Familiarity with document control regulations and standards.
• Ability to update databases using document management systems.

Responsibilities

• Establish, implement, and maintain a structured document control system aligned with ISO standards.
• Support the QHSE Manager in regulatory documentation readiness.
• Maintain filing for regulatory inspections and evidence.
• Track document validity and alert for renewals.
• Handle intake, scanning, verification, and secure storage of documents.
• Ensure proper numbering, version control, and tracking of documents.
• Maintain electronic DMS and physical archives.
• Assist in regional document reviews and audits.
• Prepare documentation for internal and external audits.
• Ensure compliance with document control procedures.

Skills

Attention to detail

Organizational skills

Regulatory compliance

Document management

Database management

Education

Degree in Business Administration, Library Management, Records Management, or related field

Job description

Primary Function :

Responsible for ensuring the effective management, organization, and control of all company documents to support quality standards and operational efficiency.

Job Objective :

Document Management & Control

Establish, implement, and maintain a structured document control system aligned with ISO 9001, ISO 14001, ISO 45001, and internal requirements.

Support the QHSE Manager in maintaining regulatory documentation readiness.

Maintain structured filing to support regulatory inspections and compliance evidence.

Track document validity dates and alert the QHSE Manager of renewal needs.

Handle the intake, scanning, verification, and secure storage of documents.

Ensure proper document numbering, version control, sorting, and tracking.

Maintain accurate filing and achieving all relevant documentation.

Control the flow of documents in and out of the department to maintain compliance with quality procedures.

Update and maintain both electronic document management systems (DMS) and physical record archives.

Ensure all project documentation is processed, transmitted, and filed according to document management standards, enabling timely and accurate retrieval.

Document controller is custodian, not content owner.

Audit & Customer Readiness Support

Maintain audit evidence folders and ensure records are complete and traceable.

Support follow‑up tracking of audit findings, corrective actions, and closure records.

Prepare and compile documentation for Internal audits, External certification audits, Customer audits & Regulatory inspections

Check, verify, and edit documents to ensure accuracy, completeness, and compliance with internal standards and regulatory requirements.

Ensure full compliance with document control procedures and zero major audit findings related to document control.

Training & Awareness Support

Maintain training attendance records and document acknowledgement records when required.

Provide training when needed related to document control related.

Ensure QHSE team and organization understand and aware of the important in document control.

Regional Support Responsibilities

Supports harmonization of QHSE documentation across sites.

Assists the QHSE Manager in regional document reviews and system alignment.

Ensures consistency of document control practices to support regional audits and customer assessments.

Acts as documentation focal point during multi‑site or regional audit preparations.

Job Requirements:

Degree in Business Administration, Library Management, Records Management, or a related field.

At least 5 years working experience in a related field.

Minimum 5 years of hands‑on experience in document management, archive management, or records management.

Exceptional attention to detail and strong organizational skills in handling and structuring documents.

Familiarity with regulations and standards related to document control, record keeping, and data handling.

Ability to proactively manage and update databases using document control or software management systems.

WHAT WE OFFER:

11 days public holiday per year

Attractive remuneration packages commensurate to experience.

13 days Annual Leave,100 days maternity leave, 5 days childcare leave, 14days paternity leave.

Group PA & Hospitalization and Group Term Life benefits

HQ Pack is one of the world's leaders in the field of high-tech packaging and tooling. We develop, clean, produce and manage the logistics flow of packaging for high-quality industrial products. Highly fragile, expensive parts get the protection they need during transport around the world.

Our strength lies in the total solution. We not only develop customer‑specific packaging materials, but also take care of the entire process. From the service center, HQ Pack ensures that reusable packaging is collected, cleaned and repaired to new condition anywhere in the world. We do this for global players from, among others, the semiconductor, electronics, aerospace, medical industry, mechanical engineering and mechanical components.

The activities of HQ Pack are divided as follows:

Production;Cleanroom Solutions;Projects (development);Logistics Services.

Our group of companies employs more than 500 employees spread over 7 locations. HQ Pack's head office is located in Eindhoven, the Netherlands. In addition, we have a branch in Malaysia, Singapore and two branches in America. Within HQ Pack Group we also have a specialized company in the field of plastic processing (HQ Plastics), Cleaning (HQ Precision Cleaning) and in the field of woodworking (Seerden).

At HQ Pack, we are committed to fostering an inclusive and diverse workplace. We firmly believe that diversity in our workforce enhances creativity, innovation, and productivity. As an equal opportunity employer, we do not discriminate against any individual on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status under applicable laws.

Our recruitment and selection processes are designed to ensure fairness, transparency, and objectivity. All applicants will be considered solely on their qualifications, skills, and experiences that align with the requirements of the position. We actively promote a bias‑free environment, and our hiring decisions are made without prejudice or bias.

We strive to create an environment where everyone feels valued, respected, and encouraged to contribute their unique perspectives. Our commitment to non‑discrimination extends not only to our employees but also to our partners, vendors, and contractors.

HQ Pack is one of the world's leaders in the field of high-tech packaging and tooling. We develop, clean, produce and manage the logistics flow of packaging for high-quality industrial products. Highly fragile, expensive parts get the protection they need during transport around the world.

Our strength lies in the total solution. We not only develop customer‑specific packaging materials, but also take care of the entire process. From the service center, HQ Pack ensures that reusable packaging is collected, cleaned and repaired to new condition anywhere in the world. We do this for global players from, among others, the semiconductor, electronics, aerospace, medical industry, mechanical engineering and mechanical components.

The activities of HQ Pack are divided as follows:

Production;Cleanroom Solutions;Projects (development);Logistics Services.

Our group of companies employs more than 500 employees spread over 7 locations. HQ Pack's head office is located in Eindhoven, the Netherlands. In addition, we have a branch in Malaysia, Singapore and two branches in America. Within HQ Pack Group we also have a specialized company in the field of plastic processing (HQ Plastics), Cleaning (HQ Precision Cleaning) and in the field of woodworking (Seerden).

At HQ Pack, we are committed to fostering an inclusive and diverse workplace. We firmly believe that diversity in our workforce enhances creativity, innovation, and productivity. As an equal opportunity employer, we do not discriminate against any individual on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other protected status under applicable laws.

Our recruitment and selection processes are designed to ensure fairness, transparency, and objectivity. All applicants will be considered solely on their qualifications, skills, and experiences that align with the requirements of the position. We actively promote a bias‑free environment, and our hiring decisions are made without prejudice or bias.

We strive to create an environment where everyone feels valued, respected, and encouraged to contribute their unique perspectives. Our commitment to non‑discrimination extends not only to our employees but also to our partners, vendors, and contractors.