QC Document Controller

POET Technologies Inc.; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

POET Technologies Inc. is seeking a meticulous Document Controller to manage documents in the DMS, ensuring accurate registration, revision control, and timely distribution to stakeholders across projects.

You will support audits, maintain traceability, and coordinate reviews and approvals to keep only current controlled documents in circulation. Diploma or Bachelor's in Document Management or related field with at least two years' experience is required; knowledge of retention schedules is a

Qualifications

• Must have Diploma or Bachelor's in Document Management, Information Management, Business Administration, Engineering, or a related discipline.
• Minimum 2 years of experience in document control, records management, or document administration.
• Proficient in Microsoft Office and Document Management Systems (DMS/EDMS).
• Familiar with document control processes, including version control, filing, and archiving.
• Ability to manage document workflows, track revisions, and coordinate with stakeholders.
• Strong attention to detail, organizational skills, and communication abilities.

Responsibilities

• Manage and maintain documents within the Document Management System (DMS), ensuring accurate registration, filing, and record keeping.
• Coordinate document reviews, approvals, revisions, and releases, ensuring timely completion of required actions.
• Monitor document workflows and follow up on pending, overdue, or held documents with relevant stakeholders.
• Maintain document revision control, engineering change records, and traceability throughout the document lifecycle.
• Ensure only approved documents are released and distributed to the appropriate stakeholders.
• Perform document quality checks to verify accuracy, completeness, metadata, and compliance requirements.
• Maintain document version control, audit trails, and proper management of obsolete or superseded documents.
• Support internal and external audits by providing document records, histories, and status reports.
• Prepare and maintain document status reports, registers, and dashboards for management review.
• Archive and retrieve documents in accordance with retention requirements while supporting continuous improvement of document control processes.

Skills

Microsoft Office

Document Management Systems (DMS/EDMS)

Attention to detail

Communication

Education

Diploma or Bachelor's degree in Document Management or related field

Tools

DMS/EDMS software

Job description

The incumbent is responsible for managing and controlling documents within the Document Management System (DMS), ensuring accurate registration, version control, review, approval, distribution, and archiving of documents throughout their lifecycle. The role supports timely document processing, tracks pending revisions and approvals, and ensures stakeholders have access to the latest controlled documents while maintaining full traceability and compliance with document control requirements.

Duties and Responsibilities

• Manage and maintain documents within the Document Management System (DMS), ensuring accurate registration, filing, and record keeping.
• Coordinate document reviews, approvals, revisions, and releases, ensuring timely completion of required actions.
• Monitor document workflows and follow up on pending, overdue, or held documents with relevant stakeholders.
• Maintain document revision control, engineering change records, and traceability throughout the document lifecycle.
• Ensure only approved documents are released and distributed to the appropriate stakeholders.
• Perform document quality checks to verify accuracy, completeness, metadata, and compliance requirements.
• Maintain document version control, audit trails, and proper management of obsolete or superseded documents.
• Support internal and external audits by providing document records, histories, and status reports.
• Prepare and maintain document status reports, registers, and dashboards for management review.
• Archive and retrieve documents in accordance with retention requirements while supporting continuous improvement of document control processes.

Skills and Qualifications

• Diploma or Bachelor's degree in Document Management, Information Management, Business Administration, Engineering, or a related discipline.
• Minimum 2 years of experience in document control, records management, or document administration.
• Proficient in Microsoft Office and Document Management Systems (DMS/EDMS).
• Familiar with document control processes, including version control, filing, and archiving.
• Ability to manage document workflows, track revisions, and coordinate with stakeholders.
• Strong attention to detail, organizational skills, and communication abilities.