Document Controller

HBA OFFSHORE PTE. LIMITED; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company in asset management seeks an experienced Document Control Specialist to manage document systems and perform administrative tasks. The ideal candidate will have strong organization skills, a proactive approach, and a diploma in computer studies or equivalent experience. You will play a crucial role in maintaining accurate filing systems, supporting audits, and ensuring compliance with HSE regulations.

Qualifications

• Minimum 7 years of experience in a similar capacity.
• Computer literate in MS Office (Word, Excel, PowerPoint).
• Good knowledge of document control systems and how to handle confidential data.

Responsibilities

• Manage the document control system and corporate documents.
• Prepare documentation for internal audits (ISO 9001, 14001, 45001).
• Support technical projects and ensure accurate filing and retrieval of documents.

Skills

Document control systems

Organization

Communication

Interpersonal skills

Proactivity

Trustworthiness

Education

Vocational or Diploma in Computer Studies

Tools

MS Office

PAL ERP systems

Job description

DESCRIPTION

This position reports to VP Asset Management & Operations (AMO) with a secondary reporting line to VP Projects. Key aspects of the job include managing the document control system for the Group and perform administrative tasks assigned by heads of various functions of the company.

DUTIES & RESPONSIBILITIES

Primary responsibilities included but not limited to the following job scope:

• Handle, maintain and distribute corporate documents and update master document register regularly.
• Store and maintain documents in PAL system & SharePoint for Group Corporate documents / Project documents / RRE documents.
• Maintain shared document database (PAL platform) – Manage shared documents to ensure proper filing of documents, Assign access rights to users.
• Allocate and control the document numbering system for the corporate & project work.
• Preparation of documentation for Internal Audits namely HSEQ & yearly Audit for ISO 9001, ISO 14001 & ISO 45001.
• Maintaining hardcopy filing system for corporate documents.
• Supports technical projects and departments.
• Receives, catalogues and stores hard copies and electronic copies of all technical drawings, reports and related information in an orderly manner, in line with policies and procedures.
• Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable.
• Responds in a timely manner to requests to retrieve information, information searches and general requests for support from project/department personnel.
• Accurately updates information as required.
• Handles confidential documents and data with outmost care.
• Other responsibilities as assigned by the Management.

Comply with HSE requirements:

• Environmental Aspects & Impacts Assessment.
• OHS Hazardous & Risk Assessment.
• Follow HSE Regulations.

REQUIREMENTS

• Candidate may possess vocational or Diploma in computer studies or alternatively have minimum 7 years of experience in similar capacity.
• Computer literate in MS Office Word, Excel, and PowerPoint.
• Good knowledge of PAL ERP systems.
• Good communication and interpersonal skills are critical.
• Good knowledge of document control systems/ understand nature of documents, complexities in documentation (numbering, filing).
• Proactive and self-motivated.
• Positive attitude/ Drive for result.
• Trustworthy in handling confidential data.