Document Controller-Accreditation & Certification Oversight

About the Role We are seeking a structured and detail-oriented Document Controller to manage the organisation’s controlled documents and compliance records. The successful candidate will be the internal focal point for document control, ensuring that approved documents are properly reviewed, issued, revised, distributed, retained and readily retrievable. The role will also support and progressively take ownership of accreditation coordination and oversight of certification activities for ISO management system schemes. This includes maintaining compliance with ISO/IEC 17021-1, Standards Malaysia requirements and applicable scheme-specific requirements. Training and guidance on certification body and accreditation requirements will be provided. Key Responsibilities 1. Document Control & Records Management · Administer the internal document control system for manuals, procedures, work instructions, forms, templates, registers and external reference documents. · Control document numbering, review, approval, issuance, revision, distribution, access, withdrawal, retention and archiving. · Maintain the master document list, revision history, records retention register and register of external documents. · Ensure that only current and approved versions are available for use and that obsolete documents are removed or clearly identified. · Maintain organised electronic and hardcopy filing systems with appropriate confidentiality, traceability and access controls. · Coordinate periodic document reviews and follow up with process owners on overdue revisions, approvals and records. · Provide guidance to employees on document control procedures and good record-keeping practices. 2. Accreditation & Standards Coordination · Maintain accreditation files, compliance registers and supporting evidence required by the Department of Standards Malaysia (Standards Malaysia). · Monitor changes to ISO/IEC 17021-1, Standards Malaysia criteria, applicable IAF mandatory documents and scheme-specific requirements, and coordinate necessary document updates. · Coordinate documentation and readiness activities for office assessments, surveillance, reassessment, witness assessments and other accreditation activities. · Track assessment findings, corrective actions, responsible persons and closure deadlines. · Support applications for new accreditation schemes and scope extensions, including gap analysis, documentation preparation and readiness reviews. 3. Certification Activity Oversight · Review certification files for administrative completeness, traceability and compliance with documented procedures before progression to the next stage. · Monitor key certification records and timelines, including applications, audit planning, audit reports, technical reviews, certification decisions and certificate issuance. · Maintain auditor and technical expert authorisation, competence, evaluation, training and continuing professional development records. · Support impartiality, confidentiality and conflict-of-interest processes and maintain the relevant declarations and records. · Identify missing, inconsistent or overdue records and follow up with the relevant personnel for timely closure. 4. Internal Compliance & Governance · Support internal audits, management reviews and follow-up of corrective actions. · Maintain applicable compliance, risk, impartiality, complaints and appeals records as assigned. · Assist in improving document workflows, registers, templates and compliance monitoring tools. · Perform other related document control and compliance duties assigned by management. Minimum Requirements Education Diploma or bachelor’s degree in business administration, records management, quality management, compliance, governance or a related discipline. Professional Experience At least 1–2 years of relevant experience in document control, quality administration, ISO documentation, compliance coordination or a related role. Experience in a certification body, accreditation environment or conformity assessment organisation is an advantage but is not mandatory. Knowledge & Skills · Practical understanding of document control, revision control, records management and filing systems. · Familiarity with ISO 9001 or other ISO management system standards; knowledge of ISO/IEC 17021-1 and Standards Malaysia accreditation processes is an advantage. · Strong document review, written communication, coordination and follow-up skills. · Proficient in Microsoft Word, Excel and shared electronic document systems. · Good command of English and Bahasa Malaysia. · Ability to interpret requirements, maintain accurate records and manage multiple deadlines. Personal Attributes · Structured, meticulous and highly organised. · High integrity, confidentiality and respect for impartiality. · Able to take ownership and follow matters through to completion. · Comfortable working with detailed requirements and multiple certification schemes. · Willing to learn and develop into accreditation and certification compliance responsibilities. Job Types: Full-time, Contract Job details • Salary: RM 2,500 a month (negotiable) • Education: Diploma / Advanced Diploma / Higher Graduate Diploma / DVM / DKM Level 4 / DLKM Level 5 • Contract: Permanent • Working hours: Normal Hour • Openings: 1 • Sector: Other professional, scientific and technical activities • Closes: 2026-11-06 About AJA EQS CERTIFICATION (M) SDN BHD (10-50 employees) AJA EQS – Company Summary AJA EQS Certification (M) Sdn. Bhd. is a well-established Malaysian international certification body and training provider, founded in 1999. It is accredited by the Department of Standards Malaysia, registered with the Ministry of Finance, and provides certification and training services locally and internationally. AJA EQS specialises in ISO management systems certification, training, second-party audits, and management systems inspection services, covering standards such as ISO 9001, ISO 14001, ISO 45001, ISO 22000 and ISO 27001. With an international network covering Malaysia, India, Brunei, Hong Kong, Dubai and Sri Lanka, AJA EQS supports organisations across different industries and countries through customised management systems solutions. Over the years, AJA EQS has certified and trained thousands of organisations worldwide and has supported organisations in achieving notable milestones, including “First in the World” certifications for international standards, such as certification of an international airport and navy warships to Integrated Management Systems. The company’s approach focuses on practical, value-added and service-oriented certification and training, helping organisations improve their quality, competitiveness and overall management performance. In summary: AJA EQS is an experienced international certification and training organisation committed to advancing certification and training services and helping organisations ach