Document Controller

Job Description:

Key tasks and responsibilities

1. Document Creation and Formatting:

• Create templates for various types of documents. Developing and implementing quality standards & quality control
• Periodic review of Quality Management System (QMS) system and improvising to meet the industry standards.
• Reviewing reports of testing materials, equipment certificates, processes and products as per approved Inspection and Test Plan (ITP) & project specification to ensure quality management systems are met.
• Tabulate and document data (e.g. Report, MDR &, etc) relating to products, processes, materials, its qualities, and reliabilities.
• Preparing quality documentation procedures as per client's requirements for submission.
• Ensure that documents adhere to the organization's formatting and styling guidelines. Inline with the client's requirement as well.
• Verify that all necessary information is included in the documents.

1. Document Review, Distribution and Approval:

• Ensure documents are sorted correctly and distributed to relevant stakeholders for review.
• Track and follow up on the status of document review and approval.
• Ensure review documents are uploaded on relevant portals.
• Ensure that the correct versions of documents are circulated.

1. Version Control:

• Maintain a version control system for documents to track changes and updates.
• Clearly label and document revisions to avoid confusion.

1. Document Retrieval and Archiving:

• Establish and maintain an organized document filing and retrieval system.
• Archive obsolete or outdated documents according to the organization's retention policies.

1. Communication:

• Facilitate communication between different department.
• Respond to inquiries related to document status, location, or other relevant information.

1. Continuous Improvement:

• Find opportunities for process improvement within the document control system.
• Implement best practices to enhance the efficiency and effectiveness of document control processes.

1. Software and Tools:

• Apply document management software and tools to streamline processes.
• Stay updated on advancements in document control technology.

1. Training and Awareness:

• Provide training to staff on document control procedures and policies.
• Foster awareness of the importance of document control within the organization.
• Self-motivated.
• Communicate efficiently to avoid ambiguity.
• Build good relationships and work well within a multi-disciplined team.
• Ability to build engineering concepts from scratch.
• Learn about new products and adapt new ideas quickly and accurately.
• Proficient in both written and spoken English.
• See challenges as opportunities

Key Skills / Competency

• Familiar with Quality Standards/Document Control Procedures a must
• Familiar with project/document management a must.
• Excellent communication skills (English language is must); oral & written
• Proficient typing and editing skills
• communication and interpersonal skills
• Attention to detail
• planning skills
• ability to facilitate change
• skills in numerical and statistical analysis
• an understanding and appreciation of other people's work fields, such as engineering and science.

Educational Qualification & Work Experience:

Diploma Engineer (Mechanical) 8+ years' experience in a similar role.