Senior Document Control & Admin

Austin Engineering Ltd; Batam; On-site; IDR 55,800,000 - 100,440,000; Full time

Job summary

Austin Engineering Ltd is seeking a Senior Document Control & Admin to support project operations in Batam. You will manage and control company and project documentation, keep records up-to-date, and provide admin support to ensure smooth day-to-day operations in line with company policies.

The role covers document control tasks such as issuing, distributing, archiving, revision history, and access control, plus general admin like reports and correspondence.

Qualifications

• Diploma Or Bachelor’s Degree In Business Administration, Management, Document Control, Engineering, Or A Related Field.
• Minimum 3–5 Years Of Relevant Experience In Document Control, Administration, Or A Similar Role.
• Experience In A Manufacturing, Engineering, Construction, Mining, Or Industrial Environment Is Preferred.
• Strong Knowledge Of Document Control And Records Management Processes.
• Good Understanding Of Document Revision, Approval, Distribution, And Archiving Processes.
• Proficient In Microsoft Office, Particularly Excel, Word, And Powerpoint.
• Experience With Document Management Systems Or ERP Systems Is An Advantage.
• Strong attention to detail and accuracy.
• Good organizational and time-management skills.
• Able to manage multiple tasks and work with different departments.
• Able to work independently as well as part of a team.

Responsibilities

• Document Control: Manage and maintain controlled documents, records, and files in accordance with company procedures.
• Document Control: Ensure documents are properly reviewed, approved, issued, distributed, and archived.
• Document Control: Maintain document numbering, revision history, and document registers.
• Document Control: Ensure the latest approved version of documents is available and obsolete versions are properly controlled.
• Document Control: Monitor document changes and coordinate updates with relevant departments.
• Document Control: Maintain both electronic and hard-copy documentation when required.
• Document Control: Support document retrieval and provide documentation to relevant stakeholders when needed.
• Document Control: Ensure document records are complete, accurate, and easily traceable.
• Document Control: Support internal and external audits by preparing and providing required documentation.
• Document Control: Follow company requirements related to document retention, confidentiality, and records management.
• Administration: Provide day-to-day administrative support to the department and management.
• Administration: Prepare reports, presentations, meeting minutes, letters, forms, and other business documents.
• Administration: Maintain administrative records, trackers, and databases.
• Administration: Coordinate meetings, schedules, and internal communications when required.
• Administration: Support purchasing, invoice, manpower, or other administrative processes as assigned.
• Administration: Coordinate with internal departments and external parties to ensure administrative activities are completed on time.Maintain confidentiality of company and employee information.
• Administration: Support other administrative activities and projects as required.

Skills

Attention to detail

Organizational skills

Time-management

Teamwork

Independent worker

Education

Diploma or Bachelor's Degree in Business Administration, Management, Document Control, Engineering, or related field

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

As a Senior Document Control & Admin, the position will support project operations in Batam by managing and controlling company and project documentation, maintaining accurate and up-to-date records, and providing administrative support to ensure smooth day-to-day operations. The role is responsible for ensuring that documents are properly registered, reviewed, distributed, archived, and easily accessible in accordance with company policies and project requirements

Document Control

• Manage and maintain controlled documents, records, and files in accordance with company procedures.
• Ensure documents are properly reviewed, approved, issued, distributed, and archived.
• Maintain document numbering, revision history, and document registers.
• Ensure the latest approved version of documents is available and obsolete versions are properly controlled.
• Monitor document changes and coordinate updates with relevant departments.
• Maintain both electronic and hard-copy documentation when required.
• Support document retrieval and provide documentation to relevant stakeholders when needed.
• Ensure document records are complete, accurate, and easily traceable.
• Support internal and external audits by preparing and providing required documentation.
• Follow company requirements related to document retention, confidentiality, and records management.

Administration

• Provide day-to-day administrative support to the department and management.
• Prepare reports, presentations, meeting minutes, letters, forms, and other business documents.
• Maintain administrative records, trackers, and databases.
• Coordinate meetings, schedules, and internal communications when required.
• Support purchasing, invoice, manpower, or other administrative processes as assigned.
• Coordinate with internal departments and external parties to ensure administrative activities are completed on time.Maintain confidentiality of company and employee information.
• Support other administrative activities and projects as required.

Qualifications:

• Diploma Or Bachelor’s Degree In Business Administration, Management, Document Control, Engineering, Or A Related Field.
• Minimum 3–5 Years Of Relevant Experience In Document Control, Administration, Or A Similar Role.
• Experience In A Manufacturing, Engineering, Construction, Mining, Or Industrial Environment Is Preferred.
• Strong Knowledge Of Document Control And Records Management Processes.
• Good Understanding Of Document Revision, Approval, Distribution, And Archiving Processes.
• Proficient In Microsoft Office, Particularly Excel, Word, And Powerpoint.
• Experience With Document Management Systems Or ERP Systems Is An Advantage.Strong attention to detail and accuracy.
• Good organizational and time-management skills.
• Able to manage multiple tasks and work with different departments.
• Able to work independently as well as part of a team.

Preferred Skills:

• Ability to work under deadlines and manage priorities.
• Proactive and able to identify documentation or administrative issues before they become problems.
• Comfortable working in a fast-paced manufacturing environment.
• Good understanding of workplace safety and compliance requirements.