Job Description

• Manage and maintain the company’s controlled documents and records in accordance with established document control procedures. 
• Maintain the Master Document List and ensure all controlled documents are properly identified, version-controlled and up to date. 
• Control the issuance, distribution, revision, retrieval and withdrawal of controlled documents. 
• Maintain the Document Distribution Log, Change Request and Change Log Sheet. 
• Ensure only the latest approved version of documents is available for use and obsolete versions are properly removed or identified. 
• Coordinate with Heads of Departments (HODs) and document owners on document creation, review, amendment and approval. 
• Check documents for proper document numbering, revision number, effective date, approval and formatting before controlled release. 
• Maintain proper filing and storage of documents and records, including electronic and hardcopy documents where applicable. 
• Ensure documents and records are readily retrievable and protected from unauthorised access, loss or unauthorised changes. 
• Follow up with relevant departments for scheduled document reviews and updates. 
• Maintain records of document changes and ensure amendments are traceable. 
• Support internal and external audits by providing required documents, records and evidence. 
• Assist in ensuring compliance with applicable ISO management system requirements and the company’s document control procedures. 
• Ensure confidentiality and proper handling of company information in accordance with the company’s information security requirements. 
• Perform other document control and administrative duties as assigned by management. 

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Management, Information Management, or a related field. 
• Minimum 1–2 years of experience in document control, administration, quality management, ISO, or a related role. 
• Familiar with document control processes, document numbering, revision control and record management. 
• Basic understanding of ISO management system requirements is an advantage. 
• Proficient in Microsoft Office, particularly Word, Excel and Outlook. 
• Good organisational and filing skills with strong attention to detail. 
• Good written and verbal communication skills. 
• Able to manage multiple documents, records and deadlines systematically. 
• Able to work independently and coordinate effectively with different departments. 
• High level of integrity and confidentiality when handling company documents and information.

Skills