Admin Assistant - Technical Document Controller

AEROSPEC SUPPLIES PTE LTD; Singapore; On-site; SGD 42,000 - 65,000; Full time

Job summary

AEROSPEC SUPPLIES PTE LTD in Singapore seeks an administrative / documentation professional to manage technical publications, records and related administrative duties. The role focuses on updating manuals, coordinating with workshops and engineers, and ensuring compliance with procedures.

You will maintain revision records, handle scanning and archiving, support audits, and assist in generating reports. The position requires 1–3 years in document control or similar, with proficiency in MS

Qualifications

• Diploma or equivalent in engineering, aerospace, or related field.
• Experience in admin/document control preferred.
• Proficient with Microsoft Office suite.

Responsibilities

• Maintain technical publications, manuals, and change pages per procedures.
• Scan, archive, index, and manage records with traceability.
• Coordinate with workshops, QA, planning and suppliers on publication updates.

Skills

MS Office

SharePoint

Document control

Education

Diploma / Higher NITEC

Tools

SharePoint

Document mgmt system

Copilot

Job description

Working location: Paya Lebar

Working hours/Days: 8.00am - 5.30pm / Mon - Fri

Key Responsibilities

1. Technical Publications Management

• Maintain and update technical publications, maintenance manuals, technical orders, service bulletins, and other controlled documents by inserting, removing, and replacing revision pages in accordance with prescribed procedures.
• Verify and update the Record of Revisions (ROR), List of Effective Pages (LEP), and leading particulars to ensure publication accuracy and currency.
• Register, track, review, and monitor Publication Change Orders (PCO), Technical Data Revisions (TDR), and other technical publication updates received from OEMs, vendors, and regulatory authorities.
• Conduct periodic inventory checks and physical sighting of technical publications to ensure completeness, availability, and accountability.
• Manage the loan, issuance, retrieval, and tracking of technical publications and controlled documents to authorised personnel

2. Document Control and Records Management

• Scan, digitise, archive, and maintain Component Repair Records (CRR), maintenance records, technical records, and supporting documentation in accordance with company procedures and regulatory retention requirements.
• Ensure proper indexing, filing, retrieval, and disposal of controlled technical records while maintaining document traceability and confidentiality.
• Upload, organise, and maintain technical publications, company procedures, Standard Operating Procedures (SOPs), Maintenance Organisation Expositions (MOEs), and other controlled documents within the Company's SharePoint or document management system.
• Support document audits and regulatory inspections by preparing and retrieving required technical records and documentation.

3. Administrative and Coordination Duties

• Liaise daily with Workshops, Engineering, Quality Assurance, Planning departments, OEMs, technical publication vendors, and external suppliers regarding publication updates and documentation requirements.
• Monitor publication subscriptions, revision status, and distribution lists to ensure users have access to the latest approved technical data.
• Assist in generating reports, maintaining databases, and tracking key document control metrics.
• Support continuous improvement initiatives related to technical library administration, document control processes, and digitalisation projects.

Educational Requirements

• Diploma, Higher NITEC, or equivalent qualification. Engineering, Aerospace, Aviation Maintenance, Technical Services, or related discipline preferred.

Experience

• Minimum 1 to 3 years of administrative, document control, records management, or technical library experience preferred.
• Experience in aviation, aerospace, MRO, manufacturing, engineering, or regulated industries would be advantageous.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Familiarity with Microsoft SharePoint, document management systems, and Microsoft Copilot is advantageous.