Document Controller - Fleet and Maintenance
Elon It
Description
Maintain the computerized fleet/equipment management system and update all necessary information to ensure timely and accurate reporting for effective decision making.
Responsibilities
• Supervise daily issuance, tracking, and reconciliation of maintenance documentation.
• Maintain hard copy & electronic master documentation (specs, test methods, reports, validations).
• Coordinate with internal/external stakeholders for documentation requests & follow-ups.
• Supports the Maintenance manager with scheduling of preventative maintenance, repairs and special projects.
• Maintain records for fleet/equipment repairs and services.
• Monitor preventive maintenance schedules across departments.
• Highlight irregular maintenance issues and provide timely monthly reports on R&M costs.
• Maintain hard copy & electronic master documentation (specs, test methods, reports, validations).
• Coordinate with internal/external stakeholders for documentation requests & follow-ups.
• Supports the Maintenance manager with scheduling of preventative maintenance, repairs and special projects.
• Maintain records for fleet/equipment repairs and services.
• Monitor preventive maintenance schedules across departments.
• Highlight irregular maintenance issues and provide timely monthly reports on R&M costs.
Requirements
Education
• Bachelor’s Degree in Mechanical Engineering or a related engineering discipline.
• Fresh graduates are encouraged to apply.
Experience
• 0–2 years of experience in document control, maintenance coordination, fleet support, or a technical administrative role.
• Experience or exposure to fleet, workshop, maintenance, or engineering environments is an advantage but not mandatory.
• Familiarity with maintenance documentation such as job cards, service reports, inspection records, and asset logs is a plus.
Technical & Administrative Skills
• Basic understanding of mechanical systems, fleet maintenance, or workshop operations.
• Ability to organize, maintain, and control technical documents related to:
• Preventive maintenance schedules
• Breakdown reports
• Service histories
• Asset and fleet records
• Proficient in MS Excel, Word, and Outlook; ERP or CMMS exposure is an advantage.
• Strong attention to detail with accurate data entry and record-keeping skills.
Personal & Professional Competencies
• Well-organized, methodical, and disciplined in handling documentation.
• Ability to work closely with maintenance engineers, technicians, and supervisors.
• Good communication skills to follow up on missing documents or approvals.
• Willingness to learn maintenance processes, terminology, and systems.
• Able to work in a fast-paced operational environment and manage multiple tasks.
• Bachelor’s Degree in Mechanical Engineering or a related engineering discipline.
• Fresh graduates are encouraged to apply.
Experience
• 0–2 years of experience in document control, maintenance coordination, fleet support, or a technical administrative role.
• Experience or exposure to fleet, workshop, maintenance, or engineering environments is an advantage but not mandatory.
• Familiarity with maintenance documentation such as job cards, service reports, inspection records, and asset logs is a plus.
Technical & Administrative Skills
• Basic understanding of mechanical systems, fleet maintenance, or workshop operations.
• Ability to organize, maintain, and control technical documents related to:
• Preventive maintenance schedules
• Breakdown reports
• Service histories
• Asset and fleet records
• Proficient in MS Excel, Word, and Outlook; ERP or CMMS exposure is an advantage.
• Strong attention to detail with accurate data entry and record-keeping skills.
Personal & Professional Competencies
• Well-organized, methodical, and disciplined in handling documentation.
• Ability to work closely with maintenance engineers, technicians, and supervisors.
• Good communication skills to follow up on missing documents or approvals.
• Willingness to learn maintenance processes, terminology, and systems.
• Able to work in a fast-paced operational environment and manage multiple tasks.