Certification Specialist

About the role:

The Certification Specialist is responsible for supporting Safetrust’s global product certification operations through document management, certification tracking, process coordination, and stakeholder follow-up. The role ensures that certificates, test reports, declarations, renewal records, and supporting documents are complete, traceable, well-organized, and up to date.

The position works with internal teams, third-party laboratories, certification bodies, Customer Success, Sales, and global stakeholders. Technical questions are escalated to the Engineer, while significant delays or certification risks are escalated to the Manager.

Key Responsibilities:

Certification Documentation & Records

• Compile, organize, store, and maintain certificates, test reports, declarations, technical files, renewal records, and supporting documents, ensuring that approved records are accessible to authorized stakeholders. 
• Maintain the global certification tracker, including application status, certificate details, applicable markets, expiration dates, and renewal status. 
• Check records for administrative completeness, consistency, traceability, and version control, and escalate technical discrepancies when identified. 
• Prepare administrative document packages, checklists, and approved supporting records for certification applications, renewals, approved product changes, internal reviews, customer requests, and audits. 
• Update records based on approved changes and documents issued by laboratories or certification bodies.

Certification Process Coordination and Follow-Up 

• Track agreed certification timelines, open actions, missing documents, submission and renewal status, and deadlines; maintain status updates and escalate technical questions to the Engineer and significant delays or risks to the Manager. 
• Coordinate administrative document requests and sample shipment information with internal teams, laboratories, and certification bodies.
• Retrieve and organize existing certification records identified by the Engineer or Manager for use in new applications. 

Audit & Stakeholder Support

• Maintain approved SOPs, templates, checklists, folder structures, and document control processes, and support improvements to administrative workflows. 

• Provide approved standard certification documents to Customer Success and Sales in response to standard customer requests. 
• Track documentation actions resulting from regulatory or product changes identified by the Engineer or Manager. 

Skills & Experience:

• 2+ years of experience in certification coordination, compliance documentation, laboratory operations, QA documentation, product registration, or a similar administrative role.
• Experience or exposure to certificates, technical files, test reports, compliance trackers, document control, third-party laboratories, or certification bodies is preferred.
• Familiarity with product certification frameworks or compliance requirements such as FCC, CE, CB Scheme, UL, or RoHS is preferred.
• Strong documentation, organization, attention to detail, follow-up, and ability to manage multiple deadlines.
• Familiarity with Jira, Confluence, Google Workspace, or similar task and document management tools is preferred.
• Good written and verbal English communication skills for routine coordination with global teams and external partners.

Why you'll love working here

• Competitive salary based on experience and performance
• 13th-month salary 
• Daily lunch is provided at the office
• Free coffee, tea, and refreshments
• Full statutory insurance (social, health, unemployment)
• Annual health check-up and paid annual leaves
• Professional, international working environment

Working Location: Level 6 Khanh Hoi 2 Building 360A Ben Van Don, Vinh Hoi, Ho Chi Minh City

Safetrust is an equal opportunity employer and prohibits discrimination and harassment of any kind. We offer an inclusive workplace and will not tolerate discrimination against any job candidate or employee due to age, race, religion, color, ethnicity, national origin, gender, gender identity/expression, sexual orientation, membership in an employee organization, medical condition, family history, genetic information, veteran status, marital status or parental status.