Sustainability Assistant

Gamalux Oils; Selangor; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading sustainability firm in Malaysia is seeking a detail-oriented Sustainability Administrative professional. This role involves managing and coordinating all sustainability-related documents and ensuring compliance with both internal standards and external regulations. Responsibilities include maintaining and updating documentation, supporting audit preparations, and tracking key performance indicators. Ideal candidates will have experience in document control, strong organizational skills, and proficiency in relevant tools. This is an office-based position in Shah Alam with a focus on sustainability initiatives.

Qualifications

• Experience in document control or records management.
• Familiarity with sustainability standards and frameworks.
• Ability to handle confidential information.

Responsibilities

• Maintain and update sustainability-related documentation.
• Ensure compliance with internal quality systems.
• Prepare documents for audits and inspections.
• Archive outdated records per retention policy.
• Track KPIs and update dashboards.

Skills

Document control

Organizational skills

Excellent communication

Detail-oriented

Proficiency in Microsoft Office Suite

Education

Diploma/Bachelor's degree in related field

Tools

Document management systems

Job description

A detail-oriented and organized Sustainability Administrative to manage, maintain, and coordinate all sustainability-related documents and records in compliance with internal standards and external regulations. This role is critical in ensuring accurate tracking, filing, version control, and retrieval of key documentation supporting our sustainability initiatives and environmental compliance reporting.

Key Responsibilities

• Maintain and update all sustainability-related documentation, including reports, permits, certifications, audit records, and regulatory submissions.
• Ensure document control processes are aligned with internal quality and compliance systems (e.g., ISCC, ESG).
• Create and manage document templates, version histories, and metadata to ensure consistency and traceability.
• Support the sustainability team in the preparation of recertification audit(s), annual ESG or sustainability reports by providing accurate data and documentation.
• Track key performance indicators (KPIs) and update dashboards and logs.
• Work closely with internal departments (e.g., Procurement, Operations) to gather and verify data.
• Prepare documents for audits and inspections, ensuring timely access and version accuracy.
• Archive and dispose of outdated records in accordance with the document retention policy.
• Provide training and support to team members on document control systems and best practices.

Qualifications

• Proven experience in document control or records management, preferably in a sustainability, construction, engineering, or industrial environment.
• Familiarity with sustainability standards and frameworks (e.g., ISCC).
• Strong organizational skills with high attention to detail.
• Proficiency in document management systems.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint).

Preferred Qualifications

• Diploma/Bachelor's degree or equivalent experience in Environmental Science, Sustainability, Engineering, Administration, or a related field.
• Experience supporting sustainability or ESG reporting.
• Knowledge of regulatory requirements in environmental compliance.

5.5 days working hours

Office Based at Seksyen 7, I-City Shah Alam.