Job Summary:
Document Management Associate - Technical Services ensures that all technical documentation—such as engineering drawings, SOPs, technical specifications, and compliance records—is properly created, reviewed, stored, and distributed. The role will act as the central hub for document control procedures, guaranteeing that team members are always working with the latest approved information and that the organization remains audit-ready. The role will manage the lifecycle of technical documents, enforce document control standards, and ensure compliance with internal policies and external regulations.
Key Responsibilities:
Document & Technical Control: Maintain technical document registers, revision logs, and control document status (Draft, Review, Approved, For Construction, As-Built).
Compliance & Audit Support: Ensure all technical documentation complies with industry standards and regulatory requirements. Support internal and external audits by providing organized and traceable documentation.
Quality Control & Verification: Perform quality checks on incoming technical submissions (drawings, specs) for completeness, accuracy, and adherence to formatting standards.
Version Control & Distribution: Manage document revisions to prevent the use of outdated, superseded, or obsolete documentation. Control distribution lists and issue documents to authorized personnel.
EDMS Administration: Administer the Electronic Document Management System (EDMS), including indexing, classifying, and managing access permissions to ensure data integrity and security.
Coordination & Collaboration: Work with engineering, maintenance, and quality assurance teams to manage the flow of technical information, including Technical Queries (TQs) and Requests for Information (RFIs).
Archiving & Records Management: Maintain a secure, searchable archive of project records, ensuring proper retention and disposal of documents according to company policy.
Pre-requisites:
Experience: 2-5 years of experience in document control, preferably in technical services, engineering, manufacturing, or construction environments.
Software Proficiency: Strong proficiency in EDMS (e.g., SharePoint, SAP) and MS Office Suite (Word, Excel).
Technical Knowledge: Understanding of technical terminology, engineering drawings, or compliance frameworks
Attention to Detail: Meticulous approach to data entry, filing, and auditing.
Communication: Excellent verbal and written communication skills for cross-departmental coordination.
Education: Associate or Bachelor’s degree in Business Administration, Information Management, or related technical field.
Are you ready to engineer a greener future?
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What We Do
Vena Group is a leading green solutions provider driving the energy and digital infrastructure transition across the Asia-Pacific region. Through its renewable energy and digital infrastructure arms, Vena Energy and Vena Nexus, Vena Group delivers integrated, sustainable, and cost-effective solutions that enable the region’s transition to a low-carbon, AI-driven future. With a local presence of over 1,000 employees across 80 corporate and site offices, Vena Group is committed to advancing sustainable innovation at scale—supporting climate action and enabling a greener, AI-driven future.
