Company set up and organization

Company set up
The first step to set up company is to decide the company structure which is suitable for this
chemical plant besides the company name is choose. Share holder then decide how to operate
this company in the efficient way besides discuss the suitable process and how many
production of the plant. Before we can start the company, we need to register our company to
The Companies Commission of Malaysia (SSM) which serves as an agency to incorporate
companies and register businesses in Malaysia. To register the company we need to bring the
necessary document besides full fill all the requirement from SSM. One of the important
requirement is in every company must have at least 2 directors who are at least 18 years old,
residing in Malaysia ,not a bankrupt person and has not been convicted and imprisoned for a
period of past 5 years. Within 18 months from the date of incorporation, newly open
company is required to hold the Annual General Meeting (AGM). (NBC,2006)

Organization
In order to operate the company, we need to have a firm team. Organization chart is
established in order to produce a systematic organization, to know how many staff that
required besides to find the suitable person for that position.

President

Excecutive
Secretary

Financial
Department

Financial
accountant
Manager

Marketing
Manager

Engineering
Department

Construction
Engineer

Process Engineer

Maintenance
Manager

Manufacturing
Department

QA & QC
Manager

General
Administration
Department

Procurement
Manager

Human
Resources
Manager

operation
Department

Operation
Engineer

Health, Safety
and Environment
(HSE)
Department
Health and
Safety Manager

Project
Department

Project Manager

Project Engineer

Executive Secretary
They responsible to carry out general office duties such as ordering supplies,
providing record of management systems and keeping records of the financial affairs of a
business. Besides, they also have to make travel arrangements for executives. Next
responsibility is scheduling meetings and arrange conference rooms.

Financial department
Finance department is one of the important departments in any organization. It can be
defined as the part of an organization that manages the company finance beside it is
considered as a resource to assist managers in the running of the business. The finance
department responsibility is from basic book keeping to providing information to assisting
managers in making strategic decisions. ( Smythe,2011)There are two managers under this
department which is financial accountant manager and marketing manager.
Financial accountant
manager

Marketing manager

Job specification
Prepare the organizations budgets and forecasts with the
project manager, and to report back on the progress against
these throughout the year. Record the budget decided in
document. Besides analysis, auditing and monitoring the
organizational spending to ensure that it is within the
budget.
Responsible for management of the organizations cash
flow and ensuring there are enough funds available to meet
the day to day payments
Prepare monthly analysis on the transaction of the company
money such as the revenue of the project, the debt of
company, bill payment and other cost.( Smythe,2011)
Assist the project manager, president or any manager about
the budget before their decided any strategic plan.
Staff required
Two staff required
Job specification
Plan strategy to introduce and increase the revenue from the
product. Besides analyses the market and find the new
market of the product.
Analyse the price of the product in the market and provide
suitable price of the product based from the time to time.
Monitor customer preferences to determine the focus of
sales efforts
Staff required
One staff required

Engineering department
Engineering department can be divided into Construction Engineer and process
engineer. The construction engineers involved in the construction of the plant while the
process engineer involved in the production process after the plant complete. The
construction engineer consists of mechanical engineer, electric engineer and civil engineer.
Construction engineer

Job specification
I.

Civil engineer
Plan, design and oversee construction and maintenance of
building structures and facilities, such as roads, sewerage
systems, staircase and other
II.
Mechanical engineer
Design other machines inside buildings, such as elevators
and escalators. Besides, they also design piping system in
the building.
III.
Electrical engineer
Design high voltage equipment such as wiring systems,
lighting systems and generators. Besides supervise the
electricians in handling all the electrical works considering
the safety and quality requirements. ( Workable,2015)
Design for fire alarm &detection system
Staff required
One civil engineer
One electrical engineer
One mechanical engineer
Process engineer

Job specification

Maintenance manager

Assess processes, take measurements and interpret data

then provide process documentation and operating
instructions.
Design, perform test and upgrade the processes. Besides
perform process simulations and risk assessments for the
system.
Develop best practices, routines and innovative solutions to
improve production rates and quality of output besides able
to manage cost and time constraints.( Workable,2015)
Staff required
One process engineer needed
Job specification

Run the maintenance, repair and overhaul for the plant.

Besides they need to do regular inspection to ensure all the
equipment the good condition
Provide plant technical audit and plant performance
analysis.
Conduct technical training and technical consultancy.

Staff required
One maintenance manager is required

Manufacturing department
In this department, they need to use their experience and knowledge in many areas
such as materials, machinery, methodologies, measurements and processes where they need
to improve the production efficiency and also save the cost to the company. Generally, this
department will cooperate with engineering department where it requires patience,
knowledge and experience to carry out the responsibilities. Besides, this department need to
calculate the workspace requirements and should design strategies of the workspace in an
effective way.
Quality Assurance(QA) manager

Quality Control(QC) manager

Job specification
Do something in maintaining and
improving product quality such as
investigating customer complaints and
collaborating with other members of
management to create new product and
engineering design.
Before preparing documentation and
report, they need to carry research by
collecting, analyzing and summarizing
information based on what happens in
the company.
The report must include corrective
actions, re-validations, recalls, stability
studies and failed processes. The
manager should review the
implementation and efficiency of
quality and inspection systems.
Staff required: 1 person
Job specification
Ensure that the work environment is
following standards and procedures so

that it is safe and healthy. The standards

and procedures must follow the legal
regulation.
Find ways to reduce waste and increase
efficiency.
Ensure that manufacturing processes
meet international and national
standards.

Staff required:1 person

General Administration Department
The administration department is requested to maintain administrative staff by
recruiting, selecting, orienting and training employees. They must maintain a safe and
secure work environment. Besides, their duty is purchasing printed materials and
forms that related to the company. This department also involves financial thing such
as submitting information for budget preparation. Furthermore, they have to monitor
costs, scheduling expenditures and analyzing variances.
Procurement manager

Human resource manager

Job specification
Make sure that a company has a very
clear strategy when purchasing goods
and services.
Set policies for purchasing that consider
account budgets, stock requirements and
skills required.
Identifying potential suppliers, visiting
the suppliers and maintaining good
relationships with them
Approve the ordering of goods and
finalize the order details and deliveries
Staff required: 1 person
Job specification
Take care of the welfare of the
employees.
Maintaining organization staff by
updating job requirements and job
descriptions for all positions.
Maintaining management guidelines by
preparing, updating and recommending
company policies and procedures
Maintaining professionalism by
attending educational workshops and

involving professional societies.

Staff required: 1person

Operation department
The operation department is responsible to supervise overall financial
management, planning, systems and controls. They have to cooperate with other team
members such as interacting with managers of different organization areas, presenting
findings to stakeholders, oversee new employees and measuring staff performance.
Besides, this department is required to make sure all the operations are carried out in a
correct, cost-effective and meet the specifications and quality requirements.
Operation engineer

Job specification
Ensure safe and healthy work
environment by implementing standards
and procedures that meet the legal
regulations.
Collecting, interpreting and summarizing
operating and engineering data and
trends.
Improving operational condition by
identifying, evaluating and
recommending new process design and
implement the changes.
Brainstorm and contributes opinion to
unit design and modification teams.
Calculating and predicting company
economics and determine impact on total
system.
Staff required: 1 person

Health, Safety and Environment (HSE) department

This department is required to ensure safe and healthy work environment by
implementing standards and procedures that meet the legal regulations. Besides, they

have to record and analyze incidents and accidents data to produce statistics so that
safety strategies can be improved. Staff involved in this department need to be alert
and up to date with new Health, Safety and Environment (HSE) legislation which
will affect employers industry.
Health and safety manager

Job specification
Identifying, evaluating and managing
health and safety risks
Executing effective H&S arrangements
such as H&S risk management and
prepare information on H&S
performance.
Collecting, interpreting and
summarizing accidents reports in a
timely and accurately.
Make sure that staffs are completely
trained and supervised.
Staff required: 1 person

Project department
Project department is the department that will assign to conduct the project. The
project manager will be choosed by the company based on the technical and administrative
credibility. He also must have the ability to negotiate, resolve conflicts, and persuade. It is
very important to select the project manager carefully since he is the person that responsible
to plan this project in detail and to ensure the projects will success. Under this department,
there also project engineer.

Project manager

Job specification
In general the functions of the project manager are
planning, organizing, leading and controlling.
Become part of the planning team which understand the
project in detail, the purpose, target and objective. Project
manager must ensure that the project follow the schedule
and any problem involved the project must be inform to the
company.
Responsible to ensure the project follow the budget and
record any changes in the cost that result in a budget
deviation. Project management also must always negotiate
with many parties such as supplier, when the cost of the
material increases or delay in delivery.
To ensure the project team members have appropriate

Project engineer

knowledge and resources. Besides, project management

also must solve all the conflict involved between the team
members.
Project manager is the client's key point of contact and also
the medium of communication between outside interested
parties project team and senior management.
Staff required
Only one project manager for one project
Job specification
Responsible in schedule preparation, pre-planning and
resource forecasting for engineering and other technical
activities relating to the project.
Determines project specifications by studying product
design, customer requirements, and preparing cost
estimates
Staff required

Only one project engineer required

Project Planning (WBS)

No

Task

Organization

Duration

i)site selection

2 weeks

ii)organization
chart & job
description

4 weeks

Feasibility
study

ii) process
selection

resource

Assigned to

- General
Administration
department,
- Financial
department
- General
Administration
department
-Project
department

-Human
resource
manager

-Financial
department
-Operation
department
-Operation
department

-Marketing
manager
-Operation
engineer

-Project
manager

4 weeks

i)market
analysis

predecess
or
-

2weeks
2 weeks

iii)technology
Design plan
developed
with safety
measurement

9 weeks

1,2

Land and
equipment
purchasing

3 weeks

Approval of
design by
City Council
Construction
i)plant
construction
ii)site clearing

8 weeks

Installation
i)equipment
installation
ii)set-up

12
weeks

Performance
test
i)inspection
ii)test and run
Production of
Sulphuric
Acid
i) purification of
raw material
ii) process of
raw material

10
weeks

96
weeks (2
years)

5
6(i)

6(ii)
7(i)

16
weeks

7(ii)
8(i)

8(ii)
9(i)

-Project
department
-Engineering
department
-Health, Safety
and
Environment
(HSE)
department
-General
Administration
department
-Project
department
-Financial
department
-Project
department

-Architect

-Project
department
-Financial
department
-General
Administration
department

-Construction
engineer

-Engineering
department
-Health, Safety
and
Environment
(HSE)
department
-Project
department
-Engineering
department

-Construction
engineer

-Health, Safety
and
Environment
(HSE)
department
-Manufacturing
department

-Procurement
manager

-Project
manager

-Construction
engineer
-Maintenance
manager
-Process
engineer
-Operation
engineer
-QA and QC
manager

-Process
engineer
-Operation
engineer
-QA and QC
manager
-Procurement
manager
10

11

Marketing
i) packaging
and 9labeling
ii)distribution

12
weeks

Termination
i)termination
contract with
supplier
ii)close down
the facilities
iii)final report

12
weeks

9(ii)

-Financial
department

-Marketing
manager

-Project
department
-General
Administration
department
-Financial
department

-Project
manager

10(i)

10(ii)

11(i)
11(ii)

References
Smythe,Roles and Responsibilities of a Finance Department ,2011. Available
at;<http://www.smythenanaimo.com/roles-and-responsibilities-of-a-finance-department/>[11
June 2016]
Workable, Process engineer job description,2015. Available
at;<https://resources.workable.com/process-engineer-job-description>[11 June 2016]
NBC, How To Register A Company,2006.<http://www.nbc.com.my/facts-for-registering-acompany-in-malaysia.html >[11 June 2016]