Job Description

The Documentation & Quality Control Executive is responsible for managing, reviewing, and maintaining the accuracy, consistency, and quality of project documentation across all departments. This role ensures that all reports, drawings, submissions, and records comply with internal requirements and specifications. The Executive also supports continuous improvement in documentation control and project data integrity.

Key Responsibilities

1. Documentation Management

Establish, organize, and maintain a systematic documentation filing system (physical and digital). Manage document control registers, numbering, and revision tracking for reports, drawings, and correspondences. Ensure timely distribution and retrieval of controlled documents for project teams and clients. Maintain compliance with company's QA/QC documentation standards.

2. Quality Control & Compliance

Review reports, tender documents, and technical submissions for formatting, accuracy, and completeness before issuance. Conduct internal checks to ensure documents meet company templates, consistency, and professional presentation standards. Support audit preparations and assist in documentation compliance. Identify recurring document errors and collaborate with teams to implement corrective actions.

3. Coordination & Support

Liaise with project surveyors, managers, and administrators to track submission deadlines and ensure timely completion. Support version control for shared files and assist in managing document repositories in platforms such as internal servers. Provide administrative and quality assurance support during project reporting and tender submission phases.

4. Continuous Improvement

Recommend enhancements to document management workflows for greater efficiency and traceability. Participate in internal training related to quality control, document handling, and ISO requirements. Assist in updating templates, forms, and standard operating procedures (SOPs) for quality documentation practices.

Qualifications & Requirements

Diploma or Degree in Business Administration, Quality Management, Project Management, or related field. No experience welcomed Preferred minimum 1 year of experience in documentation control or quality management (preferably in construction, engineering, or consultancy sectors). Strong knowledge of document control systems and ISO 9001:2015 documentation standards. Proficient in Microsoft Office (Word, Excel, PowerPoint) and document management platforms. Excellent attention to detail, organization, and time management skills. Strong communication skills and the ability to work collaboratively across departments.

Core Competencies

Quality Awareness:

Ensures accuracy and compliance in all documentation.

Organization & Efficiency:

Manages large volumes of data with structure and consistency.

Accountability:

Upholds documentation integrity and confidentiality.

Team Collaboration:

Works effectively with project and administrative teams.

Continuous Improvement Mindset:

Identifies opportunities for process enhancement.

Work Conditions

5-day work week (Monday - Friday, 9 AM to 6 PM) Office-based with occasional site or project meeting support * Reports and submissions aligned with project schedules and deadlines