Responsibilities

• Manage and control project documentation and information, including drawing standards and templates, from both internal and external stakeholders.
• Deliver document control services in accordance with project specifications and client requirements.
• Ensure all incoming and outgoing documentation is complete, traceable, accurate, and verified efficiently, as per transmittal protocols.
• Upload and download documents and drawings via the Classification website.
• Ensure proper distribution and access of documents/drawings to relevant stakeholders (i.e. restricted materials are only accessible to the stakeholders who have completed security clearance).
• Execute tasks and directives as assigned by the EDC Head.
• Assess current document control processes to identify gaps and opportunities for improvement.
• Streamline and/or automate inefficient document control workflows, including evaluating potential man-hour savings.
• Proactively identify and resolve document control issues, including discrepancies, using CAPA or other problem-solving methodologies to ensure containment and propose preventive actions.
• Prepare and update weekly summary reports and with clear visualizations of document status (incoming, outgoing, discrepancies, and overdue items) per project.
• Provide weekly updates on all ongoing development and/or improvement initiatives.
• Follow up thoroughly on outstanding issues and initiatives, ensuring timely and effective closure.
• Consolidate departmental man-hours and upload data into SAP.
• Review and optimize daily man-hour charging processes to reduce errors and discrepancies.
• Monitor and enforce compliance with project requirements.
• Review and update Quality Procedure Manuals (QPM) as per current practice.
• Escort new staff, service technicians, and other personnel as needed.
• Support the preparation of Tender Project and As-Fitted documentation.

Requirements

• Diploma, bachelor’s degree, or equivalent qualification.
• Minimum of 2 years’ experience in document control / managing documents within a similar/related industry.
• Proficient in Microsoft Office applications, particularly Excel.
• Familiarity with M365 applications (Power BI, Automate, Apps, Visio, etc) and/or adaptability to new document management tools is an advantage.
• ISO 9001 certification or experience with quality systems is preferred.
• Self-motivated, detail-oriented, and well-organized, with the ability to manage multiple tasks or tight timelines effectively.
• Strong analytical and problem-solving skills related to documentation issues.
• Excellent interpersonal skills for engaging with internal and external stakeholders.
• Professional communication skills, both written and verbal
• Willingness to learn and take on responsibilities beyond the document control scope.
• Ability to resolve conflicts constructively with clear objectives.

Other Information:

• Location: Benoi Road (Island-wide transport provided)
• 5-day work week
• Working Hours: 7.25am-5pm