ADMINISTRATIVE ASSISTANT

a)    Control the issuance, distribution, retrieval, and filing of production documents to ensure only the latest approved revision is available for use.

b)    Maintain accurate records for document issuance, acknowledgment, return, archival, and disposal of obsolete documents.

c)    Ensure obsolete or superseded documents are promptly removed from all points of use to prevent unintended usage.

d)    Update and maintain document master lists for production related procedures, work instructions, forms, checklists, and records.

e)    Coordinate with Production, QA, Manufacturing Engineering, and other relevant departments on document revisions, implementation, and effective dates.

f)     Liaise with Manufacturing Engineer / process owner to understand the purpose and details of document changes, so as to support accurate issuance and implementation.

g)    Brief Production Trainer on approved document revisions, key changes, and effective dates to ensure proper training deployment and line readiness.

h)    Follow up with relevant departments to ensure revised documents are implemented and obsolete versions are removed from use.

i)     Prepare, format, number, scan, file, archive, and track controlled documents in both hardcopy and electronic form.

j)     Ensure production records are properly compiled, completed, filed, and retained in accordance with company document retention requirements.

k)    Support internal and external audits by preparing, tracing, and retrieving requested documents and records in a timely manner.

l)     Monitor and follow up on document control compliance on the shop floor, including missing, outdated, or improperly controlled documents.

m)  Support digitalization initiatives related to document control, including migration of manual records into electronic systems.

n)    Work closely with document owners to ensure timely issuance of revised documents before implementation.

o)    Maintain confidentiality, accuracy, traceability, and good housekeeping of all controlled documents and records.

p)    Identify and implement improvements to enhance document control efficiency, accuracy, and retrieval effectiveness.