Administrative Assistant – IMS Document Control

About the role

We are seeking a detail‑oriented Administrative Assistant to support our Integrated Management System (IMS) documentation. The role ensures accurate, up‑to‑date, and compliant document control across ISO 9001, ISO 14001 and ISO 45001 standards, contributing to quality, safety and operational excellence.

Key responsibilities

• Manage and maintain a centralized document control system for IMS documentation.
• Ensure documents are reviewed, approved, issued and updated according to procedures.
• Control document versions, revisions and distribution, guaranteeing only the latest versions are in use.
• Develop and implement standardised templates for procedures, forms, records and reports.
• Maintain master registers for internal and external controlled documents.
• Handle filing, retention and retrieval of records in line with retention requirements.
• Support departments in aligning documentation with IMS and ISO requirements.
• Assist internal and external audits by providing timely, accurate documentation.
• Address audit findings related to document control and records management.
• Coordinate with project, safety and support teams to ensure timely updates and approvals.
• Monitor authorization of legal, mandatory and safety‑related documents.
• Identify gaps in document control processes and recommend improvements.
• Support initiatives to improve document management systems and digitalisation.

Required profile

• Diploma or degree in Business Administration, Quality Management, Information Management, Records Management or a related field.
• Familiarity with ISO 9001, ISO 14001 and ISO 45001 Integrated Management Systems.
• Proven experience in professional document control, records management or compliance‑heavy administrative environments.
• High level of detail orientation and strong organisational abilities.
• Ability to collaborate effectively with diverse internal and external stakeholders.

Required skills

• ISO 9001 knowledge
• ISO 14001 knowledge
• ISO 45001 knowledge
• Document control system management
• Records management