Regulatory & Trade Compliance Executive

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

A. 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.

B. 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.

C. 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.

D. 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.

E. 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.

• 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.

• 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.

• 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.