Ism Document Controller and Office Admin

2 weeks ago

Singapore SYNERGY OFFSHORE AND MARINE CONSULTANT PTE. LTD. Full time

**Position Title**:Document Controller and Office Admin
- **Company**:Synergy Offshore and Marine Consultant Pte. Ltd.
- **Location**:Metropolis Tower 1, 9 North Buona Vista Drive, JustCo, #02-01, Singapore 138588
- **Reports to**:QHSE Manager / DPA / Managing Director
- **Employment Type**:Full-Time / Part-Time / Hybrid work

**Position Overview**:
The Quality Document Controller and Office Administrator is responsible for ensuring the effective management of company documentation related to Quality Management Systems (QMS) and supporting office administration functions. This role supports both operational compliance (ISO 9001, ISM Code, ISPS Code, MLC, etc.) and the smooth running of office activities.

**Key Responsibilities**

**Quality Document Control**:

- Develop, maintain, and control the distribution of Quality Management System documents including procedures, manuals, forms, and records.
- Ensure all documents are up-to-date, properly numbered, version-controlled, and easily accessible.
- Support internal and external audits by preparing, retrieving, and submitting required documents.
- Track and record the issuance and return of controlled documents.
- Implement and maintain document control processes and procedures as per company and international standards.
- Assist Quality/Compliance team in reviewing and formatting procedures and forms.
- Maintain confidentiality and security of all controlled documents and sensitive information.

**Office Administration**:

- Manage general administrative duties such as filing, archiving, record keeping, and correspondence handling.
- Support scheduling of meetings, trainings, and audits; prepare agendas and minutes.
- Maintain office supplies inventory and liaise with suppliers for procurement.
- Assist in travel arrangements, visa processing, accommodation booking for staff and visitors.
- Provide administrative support for HR tasks such as onboarding document collection and filing.
- Coordinate courier and logistics services for documents and small parcels.
- Perform other duties as assigned to support company operations.

**Qualifications and Experience**:

- Diploma or Degree in Business Administration, Quality Management, or related field.
- Minimum 1 - 2 years of experience in document control, preferably in a marine, offshore, oil & gas, or industrial environment.
- Familiarity with ISO 9001, 14001, 45001 Code, and document management best practices.
- Knowledge of document control systems (e.g., SharePoint, MsOffice, other platforms) is an advantage.

**Key Skills and Competencies**
- Strong organizational and time-management skills.
- Attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Ability to handle confidential information professionally.
- Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and as part of a team.
- Proactive attitude and willingness to support multiple functions.

**Preferred Attributes**
- Experience in supporting audits (ISO, ISM, third-party).
- Knowledge of maritime/offshore industry documentation standards.
- Flexible, adaptive, and willing to take on diverse tasks.

**Note**:
This position offers growth opportunities toward a full Quality Assistant/Coordinator role based on performance and company needs.

**Application Instructions**:

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