ISM Document Controller and Office Admin

-; Singapore; Hybrid; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Quality Document Controller and Office Administrator to manage documentation and support office operations. This role is crucial for maintaining compliance with international standards and ensuring smooth administrative functions. The ideal candidate will possess strong organizational skills, attention to detail, and proficiency in MS Office. This position offers a unique opportunity for growth into a Quality Assistant/Coordinator role, making it perfect for those looking to advance their careers in a dynamic environment.

Qualifications

• 1-2 years experience in document control in marine or industrial settings.
• Familiarity with ISO standards and document management practices.

Responsibilities

• Manage company documentation for Quality Management Systems.
• Support office administration tasks including filing and scheduling.

Skills

Organizational Skills

Attention to Detail

Communication Skills

MS Office Proficiency

Education

Diploma or Degree in Business Administration

Quality Management

Tools

SharePoint

MS Office

Job description

Job Description

• Position Title: Document Controller and Office Admin
• Company: Synergy Offshore and Marine Consultant Pte. Ltd.
• Location: Metropolis Tower 1, 9 North Buona Vista Drive, JustCo, #02-01, Singapore 138588
• Reports to: QHSE Manager / DPA / Managing Director
• Employment Type: Full-Time / Part-Time / Hybrid work

Position Overview:

The Quality Document Controller and Office Administrator is responsible for ensuring the effective management of company documentation related to Quality Management Systems (QMS) and supporting office administration functions. This role supports both operational compliance (ISO 9001, ISM Code, ISPS Code, MLC, etc.) and the smooth running of office activities.

Key Responsibilities

Quality Document Control:

• \tDevelop, maintain, and control the distribution of Quality Management System documents including procedures, manuals, forms, and records.

• \tEnsure all documents are up-to-date, properly numbered, version-controlled, and easily accessible.

• \tSupport internal and external audits by preparing, retrieving, and submitting required documents.

• \tTrack and record the issuance and return of controlled documents.

• \tImplement and maintain document control processes and procedures as per company and international standards.

• \tAssist Quality/Compliance team in reviewing and formatting procedures and forms.

• \tMaintain confidentiality and security of all controlled documents and sensitive information.

Office Administration:

• \tManage general administrative duties such as filing, archiving, record keeping, and correspondence handling.

• \tSupport scheduling of meetings, trainings, and audits; prepare agendas and minutes.

• \tMaintain office supplies inventory and liaise with suppliers for procurement.

• \tAssist in travel arrangements, visa processing, accommodation booking for staff and visitors.

• \tProvide administrative support for HR tasks such as onboarding document collection and filing.

• \tCoordinate courier and logistics services for documents and small parcels.

• \tPerform other duties as assigned to support company operations.

Qualifications and Experience:

• \tDiploma or Degree in Business Administration, Quality Management, or related field.

• \tMinimum 1 - 2 years of experience in document control, preferably in a marine, offshore, oil & gas, or industrial environment.

• \tFamiliarity with ISO 9001, 14001, 45001 Code, and document management best practices.

• \tKnowledge of document control systems (e.g., SharePoint, MsOffice, other platforms) is an advantage.

Key Skills and Competencies

• \tStrong organizational and time-management skills.

• \tAttention to detail and accuracy.

• \tExcellent written and verbal communication skills.

• \tAbility to handle confidential information professionally.

• \tProficient in MS Office (Word, Excel, PowerPoint, Outlook).

• \tAbility to work independently and as part of a team.

• \tProactive attitude and willingness to support multiple functions.

Preferred Attributes

• \tExperience in supporting audits (ISO, ISM, third-party).

• \tKnowledge of maritime/offshore industry documentation standards.

• \tFlexible, adaptive, and willing to take on diverse tasks.

Note:

This position offers growth opportunities toward a full Quality Assistant/Coordinator role based on performance and company needs.

Application Instructions:

Interested candidates are invited to submit their CV along with a cover letter to [e-mail] | [e-mail].

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