| Role Summary |
| The QMS Administrator provides administrative, documentation, and quality management system support to the QA/QC function across corporate and project operations. The role is responsible for ensuring that quality records, inspection documentation, and project dossiers are properly controlled, traceable, maintained, and archived in accordance with the Integrated Management System (IMS), project specifications, client requirements, and applicable international standards. |
| Key Responsibilities |
| Quality Documentation & Control • Maintain and control QA/QC documentation in accordance with company procedures, project specifications, and document control requirements. • Ensure all quality documents are current, approved, traceable, and correctly distributed to relevant personnel and departments. • Establish and maintain structured filing, archiving, retrieval, and retention systems for quality records. Coordinate document submission, transmittals, and approval workflows with internal departments, clients, subcontractors, and third parties. • Maintain confidentiality, integrity, and security of all QA/QC records and project documentation. Project Quality Documentation Management Maintain and manage quality records including, but not limited to: • Project Quality Plans • CVs of the Project Quality Personnel along with their certification records • Quality Control Plans (QCPs) • Inspection and Test Plans (ITPs) • Lessons Learned Register • PROM (Project Risk & Opportunity Management) Register • Project KPIs (Key Performance Indicators) • Quality training records • Inspection reports and checklists • Material Receiving Reports (MRRs) • Welding records and welder qualifications • NDT reports and certifications • Coating and painting inspection records • Calibration certificates and equipment registers • Audit Schedule, Audit Log, Audit Reports (internal, external) • Non-Conformance Reports (NCRs) • Corrective and Preventive Action (CAPA) records • Site Queries • Punch list records • Project Quality Management Review Meeting (PQMRM) Records • Mechanical completion dossiers • Manufacturing Record Books (MRBs) and turnover dossiers Reporting & Tracking • Maintain QA/QC logs, trackers, registers, and databases for ongoing project activities. • Monitor and update trackers related to: ○ Audit Reports (internal, external) ○ NCRs and corrective actions ○ CAPA status ○ Inspection reports & status ○ Calibration status ○ Material traceability records ○ Welding/NDT activities ○ Audit reports, findings and close-out actions • Prepare routine QA/QC reports, summaries, dashboards, and status updates as required by management and project teams. • Support data entry and reporting within digital quality management systems and project platforms. Audit & Compliance Support • Support internal, client, certification body, and third-party audits by preparing relevant documentation and objective evidence. • Ensure quality records are readily available and traceable during audits, inspections, and project reviews. • Assist in monitoring compliance with IMS procedures, project quality plans, and ISO 9001 requirements. Coordination & Administrative Support • Provide administrative support to QA/QC Managers, Engineers, Inspectors, and project teams. • Coordinate with Engineering, Procurement, Construction, Marine, and Offshore teams regarding quality documentation and status updates. • Assist with compilation and finalisation of quality dossiers, handover packages, and project close-out documentation. • Support continual improvement initiatives related to document management and quality processes. |
| Education & Qualifications |
| • Diploma or Bachelor’s Degree in Engineering, Quality Management, Business Administration, or related discipline. • Formal training or certification in Document Control or Quality Systems (preferred). • ISO 9001 awareness or Internal Auditor training (advantage). |
| Skills & Competencies |
| • Industry Experience: Minimum 3 years of experience in QA/QC administration or document control within oil & gas, EPC/EPCI, marine construction, or heavy industrial projects. • Document Control: Strong understanding of document management, version control, and traceability requirements. • Quality Systems Awareness: Familiarity with ISO 9001 and basic quality assurance processes. • Computer Skills: Proficient in MS Office (Word, Excel, Outlook) and document management systems. • Organisation & Attention to Detail: High level of accuracy and consistency in handling technical documents. • Communication: Ability to coordinate effectively with multiple departments and project teams. • Time Management: Capable of handling multiple tasks and meeting deadlines in a project environment. |
| Responsibilities |
| Quality Documentation & Records • Control, file, and maintain QA/QC documents and records. • Ensure documents are complete, approved, and traceable. Reporting & Monitoring • Maintain QA/QC logs, trackers, and databases. • Support preparation of quality reports and summaries. Audit & Compliance • Assist in preparation for internal, client, and third‑party audits. • Ensure availability of records and evidence during audits. Operational Support & Coordination • Liaise with QA/QC staff and project teams to collect and update documents. • Support QA/QC Engineers and Inspectors with administrative requirements. |
| Additional Information • Work Location: UAE (Corporate and Project based) • Reports to: Head of Quality • Direct Reports: N/A • Contract Type: Full‑time |
Category: QHSES
Type: Full Time
Location: UAE