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Documentation Manager

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Singapore beBeeOrganizer Full time $50,000 - $80,000
Document Control Specialist Job Description

As a key member of our team, you will play a crucial role in managing document control to ensure regulatory compliance and maintain document traceability.

Key Responsibilities:
  • Maintain the master list of controlled documents as per ISO 17025:2017 standards.
  • Manage issuing, revision, archiving, and withdrawal of documents in physical and ERP formats.
  • Ensure version control and timely updates to SOPs, quality manuals, work instructions, and test methods.
  • Coordinate interdepartmental approvals and document training on revisions.
  • Track and file calibration certificates, validation records, audit reports, and uncertainty data sheets.
ISO 17025/NABL Implementation Responsibilities:
  • Assist in implementing and maintaining ISO 17025:2017 quality system requirements.
  • Coordinate internal audits, manage non-conformity records, and track corrective/preventive actions.
  • Participate in management review meetings and monitor quality objectives.
  • Collaborate with assessors during surveillance or renewal assessments.
Administrative Responsibilities:
  • Maintain office records, vendor agreements, licenses, and general administration registers.
  • Coordinate procurement requests with the purchase and inventory teams.
  • Ensure proper upkeep of office utilities, documentation stations, and visitor logs.
HR Support Responsibilities:
  • Maintain and update employee files, leave records, and appraisal trackers.
  • Coordinate recruitment documentation and onboarding formalities.
  • Manage statutory compliance documentation.
ERP & Digital System Handling:
  • Work on TRUFIL_HRMS, ERP modules for quality, admin, HR.
  • Ensure all documents and forms are digitally stored and traceable.
  • Generate reports for document expiry, audit compliance, and HR metrics.
Required Skills and Competencies:
  • Proficiency in document management tools such as MS Office, ERP systems, and Excel-based trackers.
  • Working knowledge of QMS & ISO standards, specifically ISO 17025:2017 and NABL documentation.
  • Soft skills including being organized, detail-oriented, capable of handling confidential information, and effective interpersonal communication.
  • Proficiency in English language.