Quality Documentation Specialist

SEAOWL SINGAPORE PTE. LTD.; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

SEAOWL SINGAPORE PTE. LTD. is seeking a Contract QA/QC Documentation Controller in Singapore to manage and file QA/QC documents, enter data into QMS, and support inspectors and the QA/QC manager on project sites and offices.

Responsibilities include maintaining filing systems, distributing controlled documents, and tracking NCRs/CARs while ensuring compliance with ISO 9001 and client specifications. This on-site role operates Mon-Fri 8am-5pm, with a 31 Mar 2028 contract end date.

Qualifications

• Diploma or Certificate in Office Administration, Quality Management, Engineering Documentation, or related field.
• Proficiency in managing QA/QC documentation, including ITPs, MTCs, calibration records, NCRs, and inspection reports.
• Experience maintaining electronic and hard-copy filing systems per project/client requirements.
• Accurate and timely data entry into QMS or project databases.
• Familiarity with tracking tools for inspection requests, material traceability, and test results.
• Ability to liaise effectively with QA/QC Inspectors, QA/QC Managers, construction teams, subcontractors, and DCC.
• Experience ensuring timely transmittal/distribution of controlled quality documents.
• Proficiency in Word, Excel, Outlook; awareness of document control software (Aconex/SharePoint/Procore).
• Basic understanding of ISO 9001 in EPC/offshore projects.
• Awareness of inspection workflows, material traceability, and document revision control.
• PPE, PTW, and site entry protocols awareness.
• Record retention and archiving best practices training.

Responsibilities

• Quality Documentation Management
• Receive, register, and file incoming quality control documents such as ITPs, MTCs, inspection reports, NCRs, and calibration records.
• Maintain an organized and up-to-date filing system for all quality-related documentation.
• Data Entry & Tracking: Enter inspection results, test data, and NCR status into the project's QMS or database.
• Maintain logs for inspection requests, material traceability, and test results to ensure real-time tracking of quality activities.
• Support to QC Inspectors & QA/QC Manager: assist in preparing checklists, forms, and templates required for inspection activities.
• Distribute approved quality documents to relevant construction and inspection teams.
• Follow up with inspectors and subcontractors for submission of outstanding inspection records.
• Coordination & Communication: act as a point of contact for document transmittals between QA/QC, construction teams, subcontractors, and DCC.
• Ensure latest revisions of quality documents are issued to relevant parties and obsolete versions are withdrawn.
• Quality Reporting Assistance: assist in preparing weekly and monthly quality reports by compiling data from various sources.
• Assist in preparing audit documentation and evidence for client/third-party inspections.
• Non-Conformance & Corrective Action Tracking: maintain NCRs, PARs, and CARs; update status and close documentation before archiving.
• Compliance & HSE: ensure activities comply with QA/QC procedures and client specifications; follow HSE rules; PPE when visiting site.
• Basic Safety Induction and PTW familiarity for site interactions.
• Record retention and archiving best practices training.
• We thank all applicants for their interest. Only shortlisted candidates will be contacted.

Skills

Quality documentation management

Data entry

Coordination

QA/QC support

Education

Diploma or Certificate in Office Administration

Diploma or Certificate in Quality Management

Diploma or Certificate in Engineering Documentation

Tools

Aconex

SharePoint

Procore

Microsoft Office

Job description

SEAOWL SINGAPORE PTE. LTD. is seeking a Contract QA/QC Documentation Controller in Singapore to manage and file QA/QC documents, enter data into QMS, and support inspectors and the QA/QC manager on project sites and offices.

Responsibilities include maintaining filing systems, distributing controlled documents, and tracking NCRs/CARs while ensuring compliance with ISO 9001 and client specifications. This on-site role operates Mon-Fri 8am-5pm, with a 31 Mar 2028 contract end date.