Document Control Specialist

GOWell Technology Singapore Pte Ltd; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A manufacturing technology company in Singapore is seeking a Document Control Specialist to manage and maintain engineering project documentation. The ideal candidate will ensure compliance with ISO 9001 and integrate document control processes with ERP systems. Responsibilities include managing engineering changes, ensuring data security, and supporting manufacturing teams. A diploma in a relevant field and 2-3 years of experience in document control are required.

Qualifications

• Minimum of 2-3 years of experience in a document control role, preferably in a manufacturing environment.
• Experience with ERP systems and integration of document control processes within an ERP platform.

Responsibilities

• Manage the creation, review, approval, and distribution of documents related to engineering changes.
• Coordinate the documentation and implementation of engineering changes.
• Ensure compliance with industry standards and regulations, such as ISO 9001.

Skills

Proficiency in PDM

Strong understanding of manufacturing documentation

Excellent organizational skills

Strong communication skills

Education

Diploma or higher in Engineering, Quality Management, Information Systems, or a related field

Tools

Odoo ERP software

SharePoint

Job description

We are seeking a detail-oriented and experienced Document Control Specialist to join our team in a manufacturing environment. This role is crucial in managing and maintaining all engineering and project documentation, ensuring alignment with our ERP system and compliance with data security protocols. The successful candidate will ensure that all documents are accurate, up-to-date, securely managed, and integrated with our ERP processes, supporting efficient manufacturing operations and effective engineering change management.

Key Responsibilities

Document Control

• Manage the creation, review, approval, and distribution of documents related to engineering changes, including Engineering Change Orders (ECOs) and Engineering Change Requests (ECRs).
• Ensure that all technical documents, drawings, specifications, and procedures are controlled, properly filed, and integrated into the ERP and SharePoint tracking system while adhering to data security protocols.
• Maintain and update PDM workflow, ERP and SharePoint systems, ensuring that all part numbers, BOM, and documentation are current, accurate, securely managed, and accessible through the ERP platform.

ERP Integration

• Collaborate with IT and ERP teams to ensure seamless integration of document control processes with the ERP system, enabling efficient tracking and retrieval of documents.
• Ensure that all engineering changes are properly documented and synchronized between PDM and ERP systems, with robust security measures in place to protect sensitive data.

Engineering Change Management

• Coordinate the documentation and implementation of engineering changes, ensuring that all changes are communicated and reflected in the ERP system and SharePoint.
• Support the manufacturing team in understanding and adapting to engineering changes by providing updated documentation and ensuring that data security protocols are followed.

Compliance, Standards, and Data Security

• Ensure compliance with industry standards and regulations, such as ISO 9001, by maintaining accurate and controlled documentation within the ERP system.
• Implement and enforce data security measures to protect sensitive information, ensuring compliance with data protection regulations and company policies.
• Conduct regular audits of document control processes to ensure accuracy, compliance, and proper integration with the ERP system while maintaining the highest standards of data security.

Change Management Support

• Work closely with the change management team to ensure that engineering changes are effectively communicated and implemented across the organization, with full integration into the ERP system and secure management of all related data.
• Assist in the preparation of training materials and documentation to support the change management process, ensuring consistency with ERP processes and adherence to data security protocols.

Reporting and Analysis

• Generate reports on document control activities, including the status of engineering changes and compliance with document control procedures, through the ERP system.
• Analyze document control processes and ERP integration, recommending improvements to enhance efficiency, accuracy, and data security in manufacturing operations.

Requirements

Education

• Diploma or higher in Engineering, Quality Management, Information Systems, or a related field.

Experience

• Minimum of 2-3 years of experience in a document control role, preferably in a manufacturing environment.
• Experience with ERP systems and integration of document control processes within an ERP platform.
• Experience in managing engineering changes, including SolidWorks PDM workflow, and documentation of ECOs and ECRs.

Skills

• Proficiency in PDM, SharePoint and ERP software (Odoo).
• Strong understanding of manufacturing documentation, including technical drawings, specifications, and work instructions.
• Knowledge of data security protocols and best practices in document management and ERP systems.
• Excellent organizational skills, with strong attention to detail and the ability to manage multiple priorities.
• Strong communication skills, with the ability to work effectively with cross-functional teams in a manufacturing environment.

Knowledge

• Familiarity with change management processes and the role of document control in supporting these initiatives.
• Understanding of industry standards and regulations, such as ISO 9001, and their application in document control processes within an ERP-integrated environment.
• Awareness of data security regulations and the ability to implement and maintain secure document control practices.