Job Purpose

Ensures Aonic holds and maintains every certification, licence and trade permit required to operate, sell and export legally. Coordinates the ISO 9001:2015 quality management system across departments, and manages export documentation so that cross-border shipments are compliant with Malaysian trade regulations and reach customers safely.

Key Responsibilities

ISO 9001:2015 Quality Management System Coordination
Coordinate the annual surveillance and recertification audits, preparing documentation, schedules and evidence, and supporting the Head of Business Excellence, who leads the external audit.
Maintain the QMS documentation, including the quality manual, procedures, controlled documents and records, ensuring version control and accessibility.
Plan and coordinate the internal audit programme, and train and guide internal auditors across departments.
Work with department heads and stakeholders to keep their processes, documents and records aligned with the standard.
Track nonconformities, corrective actions and management review inputs, following up until closure.
Product Compliance
Manage renewal applications for SIRIM and related product certifications, working with the Engineering team, which owns product testing and technical submissions.
Apply for, allocate and keep records of compliance labels and self-label serial numbers for regulated products.
Maintain a product certification register with expiry dates, flagging upcoming renewals at least 90 days in advance.
Check that new products have the required certifications and labelling before they are released for sale.
Strategic Trade Management
Apply for Certificates of Origin (preferential and non-preferential) and Made in Malaysia certification where required.
Ensure exports comply with the Strategic Trade Act 2010, including screening of products, destinations and end users, and obtaining permits where needed.
Maintain HS code classifications and trade compliance records, ready for audit or inspection by authorities.
Keep up to date with changes in trade regulations, sanctions and free trade agreement rules, and advise management on their impact.
Export Coordination
Once Sales confirms a cross-border order, coordinate with the Warehouse and appointed freight forwarder to prepare export documents, including the commercial invoice, packing list, customs declaration and relevant certificates.
Verify that export documents are accurate and consistent with the agreed Incoterms, destination country requirements and trade compliance obligations.
Monitor shipments from dispatch through to delivery, and resolve or escalate delays, damage or customs issues with the forwarder and Sales.
Maintain an export shipment log for tracking, compliance and audit purposes.
Business Licensing
Manage all business licences for HQ and branches, including local authority premises licences, signboard permits and other regulatory licences.
Maintain a central licence register with renewal dates, responsible persons and supporting documents.
Ensure all renewals are submitted on time with no lapses, coordinating with Finance on fee payments.
Support licensing requirements when branches are opened, relocated or closed.

Key Performance Indicators

ISO 9001:2015 certification maintained every year with zero major nonconformities.
100% of product certifications, trade permits and business licences renewed before expiry.
Zero export shipments delayed or held by customs due to documentation errors.
Internal audit programme completed on schedule, with corrective actions closed within agreed timelines.
All compliance registers kept current and audit-ready at all times.

Requirements

Degree in Business, Engineering, Supply Chain, International Trade or a related field.
2 to 4 years of experience in regulatory compliance, trade compliance, export documentation or quality management.
Working knowledge of ISO 9001:2015. An ISO 9001 internal auditor certificate is preferred; a lead auditor certificate is an added advantage.
Familiarity with SIRIM certification, MITI Certificate of Origin processes and Strategic Trade Act requirements.
Understanding of export documentation, Incoterms and customs procedures.
Experience with consumer electronics or other regulated products is an advantage.

Key Competencies

Highly organised, with strong tracking of deadlines across many parallel renewals and applications.
Detail-oriented and accurate in preparing and checking documents.
Confident in dealing with regulators, auditors, forwarders and senior internal stakeholders.
Able to influence and follow up with departments without direct authority.
Good written and spoken English and Bahasa Malaysia.

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