Executive, document control - suvarnabhumi airport

Responsibilities:

Be able to work in Suvarnabhumi Airport (BKK)

• Monitor and advise the Director of SSQA on all significant document management issues
• Design and maintain a suitable styles template that will be applied to all VietJet Air Thailand manuals
• Manage the formatting of existing and new manuals using the approved styles format, including the application of required document control (revision numbers, revision dates) on all pages
• Manage the preparation of manual revisions in accordance with instructions provided by applicable departmental representatives. This includes ensuring all revisions are identified by amendment bars in the margin adjacent to the text, that affected pages have their revision status updated, and the manual list of effective pages reconciled
• Oversee that all manuals have a preface section that includes an accurate record of revisions, list of effective pages, details of approvals and revision instructions
• Coordinate getting written internal approvals from applicable senior managers for all new manuals and their subsequent revisions, prior to publishing or forwarding to the CAAT for review
• For manuals requiring CAAT approval, manage the sending of revisions to the CAAT together with a suitable Summary of Revisions. Track the CAAT approval process, and coordinate any requested clarifications requested by the CAAT with applicable Thai VietJet Air managers. These manuals must not be published or distributed without written CAAT approval being received
• Oversee that all full/new hard-copy manuals are produced with a ‘control number’ on the binder, together with the name and/or position title of the approved manual holder.
• For manuals published on CD-Rom, USB or in another electronic format, ensure the media is clearly labelled with the manual title, revision number and revision date
• Manage the publishing and distribution of manuals to all persons specified on the manual’s distribution list (provided by the senior manager who approved the manual or his/her delegate). Ensure all manual or revision distributions are accompanied by a ‘Document Delivery Form
• Manage the maintenance of accurate Distribution Lists, and track the return of Document Delivery Forms, and follow-up any overdue responses
• Establish and maintain a current ‘Master List’ of all Thai VietJet Air operational policy and procedure manuals, including the manual title, revision number and revision date. Distribute this list monthly to all Thai VietJet Air operational managers, deputy managers with an instruction for them to check the revision of their manuals and advise the QA if they have any missing revisions
• Establish and maintain a system whereby the DCC informs responsible managers via email every 10 months of their responsibility to conduct an annual review of their assigned manual content. (Using manual revision due dates in the Manual Master List as a reference.) If reviews are not conducted by the 12 months expiry date, notify the Director of SSQA for follow-up via email, or escalated in HOD meetings
• Establish and maintain a SSQA library that contains current versions of all Thai VietJet Air operational policy and procedure manuals
• Establish and maintain an electronic filing system for the retention and control of all current manual revisions, and at least the 2 previous revisions of a manual. This server location should be secured so that the files cannot be tampered with or written over in error
• Establish and maintain a records management system that ensures copies of all internal manual approvals, CAAT and/or other regulatory authority manual approvals are securely stored and catalogued for easy retrieval

Qualifications:

• Bachelor‘s degree related to the position.
• Previous experience in document publishing and library control
• Strong word-processing, document formatting and publishing skills
• Strong understanding of document control concepts
• Strong proof-reading skills and attention to detail
• Understanding of the processes required to obtain internal company approvals and external regulatory authority approvals