Quality System Clerk

QUALITY SYSTEM CLERK

RESPONSIBILITIES

·      Maintain and update controlled documents, forms, records, and filing systems in DC server and SharePoint.

·      Update document master list and record master list for approved revisions and departmental submissions.

·      Assist in the preparation, formatting, filing, and release of QMS and EMS documents.

·      Prepare routine emails, memos, notifications, and reminders to departments and HR.

·      Assist in preparation for Document Request, filing, and release to the related PICs/customers.

·      Update quality and environmental objective records, communication files, and related tracking sheets.

·      Compile and organize audit evidence, records, checklists, and supporting files for internal, external, and customer audits.

·      Create and maintain audit folders for internal use and document sharing with auditors.

·      Support follow-up on pending evidence, overdue submissions, and corrective action records.

·      Update training reminder records, attendance follow-up lists, and awareness training support documents.

·      Assist in maintaining QS trackers, meeting records, status updates, and weekly progress documentation.

·      Support CAR administration, filing, and routine data entry into related systems.

·      Support routine administrative coordination for QS activities and compliance documentation.

·      Perform any other related duties and responsibilities as assigned by the Assistant Quality System Manager and QS HOD from time to time.

AUTHORITIES

• Maintain and update controlled documents, trackers, master lists, and filing records.
• Request routine documents and evidence from departments.
• Send reminders for pending submissions and updates.
• Compile records for audits, reports, and meetings.
• Arrange meeting schedules, audit logistics, and document folders.
• Highlight incomplete or overdue items to QS Officer for further action.

QUALITY SYSTEM CLERK

QUALIFICATION & REQUIREMENT

·      Certificate, Diploma, or equivalent qualification in administration, quality, engineering support, or related field.

·      Experience in document control, clerical support, or administrative coordination is preferred.

·      Good filing, recordkeeping, and follow-up skills.

·      Able to use Microsoft Office, email, and shared document systems.

·      Careful, organized, and able to handle routine updates accurately.

·      Team player and able to work with all levels of staff.

ORGANISATIONAL ALIGNMENT

·               Reports to Assistant Quality System Manager/Quality System Manager.