Full Time Document Controller cum Quality Management (QM) Executive Jobs, salary up to MYR 3,500 in FORBES ELECTRONICS SDN BHD Sungai Petani - Maukerja

Job Summary:

The Document Controller cum Quality Management (QM) Executive is responsible for managing and maintaining the Company's document control system and supporting the effective implementation, maintenance, and continual improvement of the Quality Management System (QMS). The role ensures that all controlled documents, quality records, procedures, work instructions, engineering documents, and customer specifications are properly created, reviewed, approved, distributed, revised, archived, and retained in accordance with the Company's document control procedures, customer requirements, and applicable international standards, including ISO 9001 and IATF 16949 (where applicable).

The incumbent serves as the custodian of the Company's quality documentation, ensuring document integrity, traceability, confidentiality, and accessibility while promoting compliance across all departments. The position supports internal and external quality audits, customer audits, certification audits, management reviews, corrective and preventive action (CAPA) activities, and continuous improvement initiatives to ensure the organization remains audit-ready and compliant with regulatory, statutory, and customer requirements.

Working closely with cross-functional teams including Production, Engineering, Purchasing, Warehouse, Human Resources, Finance, and Management, the Document Controller cum QM Executive coordinates documentation changes, monitors quality records, facilitates document standardization, and supports the implementation of quality objectives and improvement programmes. The role also provides administrative and operational support to the Quality Department and undertakes additional assignments or ad hoc responsibilities as required to support the Company's business objectives and operational needs.

Key Responsibilities:

A. Document Control Management

• Develop, implement, maintain, and continuously improve the Company's document control system to ensure compliance with internal procedures and applicable quality management standards.
• Administer the complete document lifecycle, including document creation, review, approval, issuance, revision, distribution, retrieval, retention, archival, and disposal.
• Maintain the Master List of Controlled Documents and ensure document status is accurately reflected at all times.
• Ensure all departments are using only the latest approved versions of procedures, work instructions, specifications, engineering drawings, forms, standards, and manuals.
• Remove obsolete or superseded documents promptly to prevent unintended use and maintain proper records of obsolete documentation.
• Maintain effective document numbering, version control, revision history, and approval records.
• Coordinate document revisions resulting from engineering changes, process improvements, customer requirements, or regulatory updates.
• Ensure confidentiality and controlled access to sensitive technical and customer documentation.
• Establish systematic electronic and physical filing systems to ensure traceability and efficient document retrieval.
• Conduct periodic reviews of controlled documents to ensure continued suitability and effectiveness.
• Monitor document retention periods in accordance with company policy and statutory requirements.

B. Quality Management System (QMS)

• Assist in establishing, implementing, maintaining, and improving the Company's Quality Management System.
• Ensure compliance with ISO 9001, IATF 16949, customer-specific requirements, and internal quality procedures.
• Coordinate the preparation, review, and updating of Quality Manuals, Standard Operating Procedures (SOP), Work Instructions, Process Flow Charts, Control Plans, Quality Forms, and related documentation.
• Monitor implementation of documented procedures throughout all departments.
• Support continuous improvement initiatives by reviewing documentation effectiveness and recommending improvements.
• Ensure quality records are properly maintained, complete, legible, identifiable, traceable, and readily retrievable.
• Monitor compliance with document control requirements across all functional departments.

C. Internal & External Audit Coordination

• Plan, coordinate, and administer the Company's Internal Quality Audit programme.
• Prepare annual audit schedules and ensure timely execution of planned audits.
• Coordinate audit arrangements with all departments.
• Prepare audit documentation, checklists, reports, and supporting records.
• Monitor audit findings, non-conformities, corrective actions, preventive actions, and effectiveness verification.
• Maintain the Corrective Action Request (CAR) and Preventive Action Request (PAR) registers.
• Follow up with responsible departments to ensure timely closure of audit findings.
• Coordinate certification audits, surveillance audits, customer audits, supplier audits, and regulatory inspections.
• Ensure all required documentation is readily available during audit activities.
• Support Management Review meetings by preparing quality reports and audit summaries.

D. Corrective & Preventive Action (CAPA)

• Coordinate investigation of quality issues, customer complaints, internal non-conformities, and process deviations.
• Track implementation of corrective and preventive actions.
• Monitor effectiveness of implemented actions.
• Maintain CAPA records and ensure proper documentation.
• Support root cause analysis activities using quality tools such as 5 Why, Fishbone Diagram, Pareto Analysis, or other problem-solving methodologies.

E. Quality Documentation & Records

• Maintain records relating to:
• Internal Audits
• External Audits
• Customer Audits
• Supplier Audits
• Calibration
• Training
• Management Review
• Corrective & Preventive Actions
• Customer Complaints
• Non-Conformance Reports (NCR)
• Engineering Change Notices (ECN)
• Process Change Records
• Risk Assessments
• Ensure all quality records comply with document retention policies.

F. Customer & Regulatory Compliance

• Ensure customer-specific documentation requirements are properly maintained.
• Coordinate submission of quality documents requested by customers.
• Assist in maintaining documentation required by regulatory authorities and government agencies.
• Support preparation of quality documentation for customer qualification, new product introduction, and production approval processes.
• Monitor updates to relevant quality standards and regulatory requirements.

G. Cross-Functional Coordination

• Liaise with Production, Engineering, Purchasing, Warehouse, Logistics, HR, Finance, and Sales regarding document changes and quality documentation.
• Coordinate implementation of Engineering Change Notices (ECN) and document updates.
• Support new product development projects by ensuring required quality documentation is prepared and approved.
• Assist departments in preparing process documentation and standardization activities.

H. Reporting & Administration

• Prepare monthly Quality Management reports.
• Maintain Quality KPI records and trend analysis.
• Prepare Management Review presentation materials.
• Record meeting minutes for quality meetings.
• Maintain departmental filing systems.
• Monitor calibration schedules and coordinate calibration activities where applicable.
• Assist in quality-related training administration.

I. Continuous Improvement

• Participate in Lean Manufacturing, Kaizen, 5S, and continuous improvement initiatives.
• Recommend improvements to document control processes and quality systems.
• Support digitalization of quality documentation where appropriate.
• Promote awareness of quality policies and procedures throughout the organization.

Qualifications

• Diploma or Bachelor's Degree in Quality Management, Industrial Engineering, Manufacturing Engineering, Mechanical Engineering, Business Administration, or a related field.
• Professional certification in ISO Internal Auditing or Lead Auditing is an added advantage.

Experience

• Minimum 3 years of relevant experience in Document Control, Quality Assurance, or Quality Management within a manufacturing environment.
• Experience in the automotive industry is highly preferred.
• Experience with ISO 9001 and IATF 16949 Quality Management Systems will be an added advantage.
• Experience supporting customer audits and certification audits.

Technical Knowledge

• Quality Management Systems (ISO 9001 / IATF 16949)
• Document Control Systems
• Good Documentation Practice (GDP)
• Internal Auditing
• CAPA Management
• Risk-Based Thinking
• 5 Why Analysis
• Fishbone Diagram
• 8D Problem Solving (preferred)
• APQP, PPAP, FMEA, MSA and SPC concepts (preferred)
• Microsoft Office (Excel, Word, PowerPoint)

Pay: RM2,500.00 - RM3,500.00 per month

Benefits:

• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Work Location: In person