Supplier Documentation Coordinator

MANPOWER STAFFING SERVICES (SINGAPORE) PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A recruitment agency in Singapore is seeking a Supplier Documentation Coordinator responsible for managing supplier-generated documentation for engineered equipment. This role ensures that all deliverables are accurately submitted and archived, collaborating with multiple teams to streamline documentation processes. Candidates should have at least 2 years of relevant experience, good organizational skills, and proficiency in MS Office. The ideal applicant will enjoy a fast-paced environment and possess strong communication skills.

Qualifications

• Minimum 2 years’ experience in documentation control or related fields.
• Familiarity with technical documents such as drawings and test reports.
• Good organisational skills and attention to detail.

Responsibilities

• Track and obtain outstanding documentation deliverables.
• Review documentation for completeness and accuracy.
• Maintain documentation trackers and coordinate internal reviews.

Skills

Documentation control

Procurement support

Project coordination

Quality assurance

MS Office proficiency

Tools

SharePoint lists

Document management platforms

Job description

Position Overview

The Supplier Documentation Coordinator is responsible for ensuring the timely completion, collection, and quality verification of supplier-generated documentation for engineered equipment orders. This role guarantees that all supplier deliverables—including drawings, certifications, test reports, material traceability, Inspection & Test Plans (ITPs), Manufacturing Data Records (MDRs), and other submittals—are submitted, reviewed, approved, and archived in line with project schedules and customer contract requirements.

You will work closely with suppliers, engineering, project management, procurement, and quality teams to eliminate documentation bottlenecks and ensure complete and accurate MDRs and project closeout packages.

Key Responsibilities

Supplier Interface & Documentation Management

• Engage proactively with suppliers to track and obtain outstanding documentation deliverables.
• Review supplier documentation for completeness, accuracy, and compliance with purchase order and specification requirements.
• Escalate risks of late or non-conforming documentation to procurement and project management.

Project Documentation Control

• Maintain and update documentation trackers, submittal logs, and supplier action registers.
• Coordinate internal reviews of documentation with engineering, quality, and project management teams.
• Ensure revisions, comments, and approvals are captured and communicated back to suppliers.

Manufacturing Data Record (MDR) / Turnover Package Completion

• Compile final MDRs or customer turnover packages according to contract standards.
• Validate that all required documents—including NDE reports, FAT records, material certificates, and datasheets—are present and meet quality requirements.
• Prepare final formatted and hyperlinked deliverables for customer submission and internal archiving.

Process Improvement & Compliance

• Identify recurring issues with supplier documentation and provide feedback to sourcing and engineering.
• Support implementation and maintenance of documentation templates, submittal workflows, and process improvements.
• Ensure all documentation is stored in the Documentation Management System.

Qualifications

Required

• Minimum 2 years’ experience in documentation control, procurement support, project coordination, or quality assurance—preferably in industrial manufacturing, engineered-to-order equipment, EPC projects, or related fields.
• Familiarity with technical documents (drawings, test reports, material certificates, ITPs).
• Good organisational skills and attention to detail.
• Ability to communicate professionally with suppliers and cross‑functional teams.
• Proficiency in MS Office (Excel, Word), SharePoint lists, and document management platforms.

Good to have

• Experience with rotating equipment, pumps, motors, gearboxes, skids, or similar engineered products.
• Knowledge of ASME, API, ISO, or other relevant industry standards.
• Understanding of purchase order terms related to documentation deliverables (submittals, schedules).

Key Attributes

• Persistent follow‑through; comfortable managing multiple supplier actions and driving closure.
• Detail‑oriented with good documentation hygiene.
• Ability to work independently in a fast‑paced, milestone‑driven environment.
• Collaborative approach when working with project teams, engineering, and quality.

Key Result Areas

• Reduction in overdue supplier documentation.
• On‑time completion of customer turnover packages.
• Improved quality and completeness of submitted documents.
• Enhanced internal visibility via accurate trackers and status reporting.