Admin Executive Cum Document Controller - Choa Chu Kang

Job Summary:

The Admin cum Document Controller is responsible for providing administrative support while managing and maintaining an efficient document control system. This dual-function role ensures all administrative operations run smoothly and that all documents are accurately filed, securely stored, and readily accessible to authorized personnel.

Key Responsibilities:

Administrative Duties:

• Provide general administrative and clerical support including mailing, scanning, faxing, and copying.
• Schedule meetings, appointments, and maintain calendars for managers or teams.
• Manage office supplies and ensure availability of necessary materials.
• Coordinate with various departments to support daily office operations.
• Handle incoming and outgoing correspondence and calls.
• Prepare emails, reports, memos, letters, and other documents as needed.
• Assist in sales and marketing activity coordination, eg. trade show arrangement
• Updating customers and handling general correspondences
• Attending to customers enquiries

Document Control Duties:

• The Document Controller will be responsible for managing all documents related to construction/manufacturing processes, quality assurance documentation, engineering drawings control, and compliance & regulatory documentation.
• Establish and maintain a comprehensive document control system (digital and physical).
• Receive, log, and track all incoming and outgoing documents.
• Ensure proper document classification, sorting, filing, and archiving.
• Maintain document confidentiality and security.
• Distribute controlled copies of procedures and guidelines as necessary.
• Assist with audits and inspections by ensuring availability of required documents.
• Ensure document control procedures comply with company and regulatory standards.

• Diploma/Bachelor degree in Project Management, Engineering, Business Administration or related field
• Min 3 years of experience in similar capacity
• Proven experience as a Document Controller in a Manufacturing environment, preferably within the power generation industry.
• Familiarity with document management (DMS) and electronic document control tools.
• Strong understanding of quality management system (QMS) and regulatory requirements (ISO standards, etc)
• Excellent organizational and communication skills, with a high level; of attention to details.
• Ability to prioritize tasks and work independently while maintaining a collaborative approach.

• Company Transport provided at various pick-up and drop off points