Admin Assistant [Document Control/Aviation]

Working location: Paya Lebar

Working hours/Days: 8.00am - 5.30pm / Mon - Fri

Key Responsibilities

1. Technical Publications Management

• Maintain and update technical publications, maintenance manuals, technical orders, service bulletins, and other controlled documents by inserting, removing, and replacing revision pages in accordance with prescribed procedures.
• Verify and update the Record of Revisions (ROR), List of Effective Pages (LEP), and leading particulars to ensure publication accuracy and currency.
• Register, track, review, and monitor Publication Change Orders (PCO), Technical Data Revisions (TDR), and other technical publication updates received from OEMs, vendors, and regulatory authorities.
• Conduct periodic inventory checks and physical sighting of technical publications to ensure completeness, availability, and accountability.
• Manage the loan, issuance, retrieval, and tracking of technical publications and controlled documents to authorised personnel

2. Document Control and Records Management

• Scan, digitise, archive, and maintain Component Repair Records (CRR), maintenance records, technical records, and supporting documentation in accordance with company procedures and regulatory retention requirements.
• Ensure proper indexing, filing, retrieval, and disposal of controlled technical records while maintaining document traceability and confidentiality.
• Upload, organise, and maintain technical publications, company procedures, Standard Operating Procedures (SOPs), Maintenance Organisation Expositions (MOEs), and other controlled documents within the Company's SharePoint or document management system.
• Support document audits and regulatory inspections by preparing and retrieving required technical records and documentation.

3. Administrative and Coordination Duties

• Liaise daily with Workshops, Engineering, Quality Assurance, Planning departments, OEMs, technical publication vendors, and external suppliers regarding publication updates and documentation requirements.
• Monitor publication subscriptions, revision status, and distribution lists to ensure users have access to the latest approved technical data.
• Assist in generating reports, maintaining databases, and tracking key document control metrics.
• Support continuous improvement initiatives related to technical library administration, document control processes, and digitalisation projects.

Educational Requirements

• Diploma, Higher NITEC, or equivalent qualification. Engineering, Aerospace, Aviation Maintenance, Technical Services, or related discipline preferred.

Experience

• Minimum 1 to 3 years of administrative, document control, records management, or technical library experience preferred.
• Experience in aviation, aerospace, MRO, manufacturing, engineering, or regulated industries would be advantageous.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Familiarity with Microsoft SharePoint, document management systems, and Microsoft Copilot is advantageous.