Role Summary
The Document Controller is responsible for managing, controlling, and maintaining all documents and records related to the company's ISO management systems (ISO 9001, ISO 14001, ISO 45001, or others as applicable). This role ensures that all documents, including manuals, procedures, work instructions, and records, are accurate, up-to-date, and easily accessible to authorized personnel. The Document Controller plays a key role in supporting compliance with ISO requirements, facilitating internal and external audits, and providing technical assistance to employees regarding document control processes.
Role Responsibilities
- Assist in creating, updating, and organizing ISO-related documents (procedures, work instructions, forms, etc.).
- Support the distribution and filing of controlled documents (hardcopy & softcopy).
- Help maintain the Document Master List under supervision of the Document Controller.
- Assist in collecting, labeling, and archiving records such as inspection reports, incident logs, or audit results.
- Ensure documents and records are properly stored and easily retrievable.
- Support the digitalization of documents into the company's intranet or database system.
- Assist in preparing documents required for internal or external audits.
- Support the team in reviewing audit findings and documenting corrective actions.
- Observe and learn about ISO compliance requirements within the company.
- Provide assistance in data entry, documentation logs, and report preparation.
- Assist in tracking document revisions and version control.
- Support the preparation of presentations or reports for management review.
- Participate in training sessions and awareness programs about ISO documentation and QHSE systems.
- Learn and apply document control procedures in line with ISO 9001, ISO 14001, and ISO 45001.
- Gain hands-on experience in document control best practices and company procedures.
- Suggest ideas to improve document organization and accessibility.
- Assist in identifying simple gaps or inefficiencies in documentation flow.
- Support initiatives to enhance knowledge sharing within the team.
Role Requirements
- Final-year student or fresh graduate in Public Health, Industrial Engineering, Environmental Engineering, Administration, or related fields.
- Basic knowledge of ISO management systems (ISO 9001, ISO 14001, ISO is an advantage.
- Familiar with office administration and documentation processes.
- Ability to communicate in English (spoken and written) for documentation and reporting purposes.
- Basic understanding of filing systems (hardcopy and electronic).
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