HR Admin & ISO Documentation Executive (Klang)

Job Title: HR Admin & ISO Documentation Executive

Hiring Agency: Synergy Staffing Sdn. Bhd. 201301016717 (1046550-A)

Job Type: Permanent (Payroll will be handled by client as well)

Client/Work Location: 

10, Jalan Wawasan 3/KU7, Sungai Kapar Indah, 42200 Klang, Selangor, Malaysia

Department: Human Resources / Administration / ISO Documentation

Reports To: Senior Management / Senior Procurement Executive/ISO Coordinator

Salary Range: 

RM2,500 - RM3,200 per month, depending on experience and suitability

Position Level: Junior Executive / Executive

Position Overview

The HR Admin & ISO Documentation Executive is responsible for supporting HR administration, general office administration, ISO 9001:2015 document control, records maintenance, filing, training records, and audit documentation preparation for the companies' shared operations.

This role is suitable for a systematic and detail-oriented person who is comfortable handling records, forms, staff files, ISO documents, document master lists, and administrative follow-up. The role supports Senior Management, the appointed ISO Management Representative, and the Senior Procurement Executive/ISO Coordinator.

KEY RESPONSIBILITIES

1. HR Administration Support

• Maintain employee personal files, staff records, leave records, attendance summaries, employment letters, onboarding documents, and related HR administrative records.
• Assist in preparing HR letters, employment-related documents, appointment letters, confirmation letters, warning letters, memos, and other documents as instructed by Senior Management.
• Support recruitment administration, including job advertisement posting, interview arrangement, candidate communication, document collection, and onboarding preparation.
• Maintain updated staff lists, organizational charts, contact lists, emergency contact records, and other employee information required for administration and ISO purposes.
• Assist in compiling attendance, leave, overtime, training, and manpower-related information for management review where required.
• Coordinate with management or external payroll/HR service providers for basic staff documentation and information submission, where applicable.
• Maintain confidentiality of employee information, HR records, salary-related documents, and other sensitive company information.

2. ISO 9001:2015 Document Control and Records

• Maintain ISO 9001:2015 document control records, including procedures, work instructions, forms, records, SOPs, revision history, and controlled document distribution.
• Maintain the document master list and record master list, ensuring correct document number, title, revision number, effective date, approval status, and retention period.
• Assist in formatting, filing, scanning, indexing, and archiving controlled documents and ISO records.
• Ensure obsolete documents are properly marked, removed from active use, or archived according to company procedures.
• Support process owners in updating SOPs, forms, process maps, training records, and evidence required for ISO audit purposes.
• Maintain ISO-related training records, competence matrices, awareness records, meeting minutes, attendance sheets, and audit evidence files.
• Prepare and compile documents required for internal audits, external audits, management reviews, corrective action follow-up, and effectiveness verification.
• Assist in tracking audit findings, corrective action deadlines, pending documents, and responsible persons for follow-up.

3. General Administration

• Support general office administration for the shared premises, including office supplies, filing, utilities, maintenance coordination, courier, stationery, and general administrative records.
• Assist in arranging company training sessions, briefings, quality awareness activities, safety awareness activities, meetings, and company events.
• Prepare, update, and maintain administrative forms, checklists, reports, and records as required by management.
• Assist in communicating administrative, HR, and ISO-related information to factory workers and executive staff in a clear and organized manner.
• Support other administrative tasks assigned by Senior Management or the reporting superior from time to time.

4. Support to Procurement and ISO Coordinator

• Assist the Senior Procurement Executive/ISO Coordinator in maintaining supplier documents, supplier evaluation forms, purchase records, audit evidence, and procurement-related ISO records.
• Compile documents such as supplier registration forms, quotations, purchase orders, delivery orders, invoices, certificates of analysis, SDS/MSDS, and other supplier-related records when required.
• Follow up internally on missing forms, incomplete records, pending signatures, and document updates.

REQUIREMENTS

1. Education and Experience

• Diploma or Degree in Human Resources, Business Administration, Office Management, Management, or a related field.
• Minimum 1 to 3 years of working experience in HR administration, office administration, ISO documentation, document control, or related functions.
• Fresh graduates with strong documentation discipline, good attitude, and willingness to learn ISO document control may also be considered for the lower salary range.
• Experience in manufacturing, factory administration, ISO 9001:2015 documentation, or HR records management will be an added advantage.

2. Skills and Competencies

• Good administrative, filing, documentation, and recordkeeping skills.
• Strong attention to detail in document numbering, revision control, staff records, forms, and audit evidence.
• Able to use Microsoft Office applications, especially Word, Excel, Outlook, and basic filing/document management tools.
• Good communication skills and ability to coordinate with management, office staff, factory workers, suppliers, auditors, and external parties.
• Able to follow instructions, meet deadlines, and maintain organized records.
• Basic understanding of ISO 9001:2015 document control or willingness to learn.

3. Language Proficiency

• Able to communicate in English and Bahasa Malaysia.
• Ability to communicate in Mandarin will be an added advantage, especially for coordination with suppliers or Mandarin-speaking employees.

4. Personal Attributes

• Systematic, organized, careful, and detail-oriented.
• High integrity and able to handle confidential employee and company information.
• Patient and disciplined in maintaining records, filing systems, and document control requirements.
• Able to work independently after guidance and willing to learn ISO 9001:2015 practices.
• Good follow-up attitude and willingness to support different departments in an SME manufacturing environment.

5. Key Performance Indicators

• Employee files, leave records, attendance records, and HR documents are maintained accurately and updated on time.
• ISO document master list and record master list are maintained accurately.
• Controlled documents are properly updated, filed, distributed, archived, and retrieved when required.
• Training records, audit evidence, and corrective action follow-up records are properly compiled and available for audit.
• Administrative tasks and assigned follow-ups are completed within required deadlines.

How To Apply:

Email OR WhatsApp to us at +601167640910 your resume along with this job post screenshot.