Quality Management System (QMS) Administrator

SUMMARY:

POSITION INFO:
Purpose of the Role:
To lead the design, implementation, and continuous enhancement of the company’s operational management systems, ensuring full alignment with ISO 9001 requirements. This role is accountable for the development and optimization of business processes, internal process audits, and the structuring of organizational roles and responsibilities to uphold quality management system (QMS) compliance. The position ensures that operational risks are systematically identified and mitigated in accordance by establishing risk control protocols. Key responsibilities include preparing for and facilitating internal and external audits (including ISO 9001), overseeing the corrective action process for quality and audit-related non-conformities, and delivering relevant training programs. Additionally, the role supports the department head in monitoring operational processes, analysing operational data, conducting performance evaluations, and driving informed decision-making through continuous improvement initiatives.

Key Responsibilities:

Quality Management System (QMS) Development & ISO9001 Compliance

• Lead the establishment, implementation, and continual improvement of the ISO 9001 Quality Management System.
• Conduct all preparatory activities for annual internal and external ISO 9001 certification audits.
• Manage and support the execution of internal and external audit processes.
• Ensure that all procedural documentation (e.g., work instructions, standard operating procedures) accurately reflects current operational practices and that associated supporting documents and records are properly maintained.
• Facilitate the timely closure of nonconformities identified during audits, oversee the implementation of corrective actions, monitor and document the progress and the results.
• Drive continuous improvement initiatives in alignment with ISO 9001 requirements.
• Develop and deliver relevant training programs, including ISO 9001 awareness training.
• Serve as the primary liaison with certification bodies regarding audit schedules and compliance matters.

• Lead the development, critical review, and ongoing optimization of operational processes.
• Design and refine organizational structures and job roles to establish clear accountabilities and ensure alignment with QMS requirements.
• Standardize processes to enhance operational efficiency, consistency, and regulatory compliance.
• Identify process gaps and implement structured improvement plans to address deficiencies.

• Plan, schedule, and coordinate internal audits and management reviews to verify system compliance and evaluate results.
• Monitor quality management issues and lead the implementation of corrective and preventive actions.
• Proactively identify operational risks and develop mitigation strategies to minimize exposure.
• Develop and track key risk indicators (KRIs), ensure adherence to risk control requirements, and maintain comprehensive documentation and reporting.

• Support the Operations Manager in monitoring and optimizing daily operational activities.
• Contribute to the development and enhancement of the performance management framework and conduct regular organizational performance evaluations.
• Collect, analyse, and evaluate operational data to generate insightful reports for management review and informed decision-making

• Minimum of 3 years’ QMS management experience in a large-scale enterprise.
• A 3-year Diploma or bachelor’s degree (NQF level 6 or higher) in Quality Management, Engineering, Business Management, Risk Management, or a related field.
• Experience in establishing, implementing, auditing, and maintaining Management Systems.
• Ability to read, write and speak Chinese.
• Experience in implementation or auditing quality management system such as ISO9001, IATF16949, or similar quality frameworks.
• Experience in process development, review and optimization.
• Experience in design and refine organizational structures and job roles.
• Experience in risk control management, in operational risk identification and mitigation.
• Experience in development and tracking key performance indicators

• Excellent organizational and analytical skills.
• Strong documentation and reporting capability.
• High attention to detail and compliance orientation.
• Ability to manage multiple priorities in a structured manner.
• Strong problem-solving and corrective action management skills.
• Hardworking and self-driven.
• Able to work long hours and accept frequent overtime when required.
• Resilient and capable of performing under high-pressure environments.
• Strong sense of accountability and ownership.