RMA Energy - Project Admin and Document Controller

RMA Group, headquartered in Bangkok, Thailand, is a multi-sector group with over 9,000 employees and an operational presence in 16 countries. For 40 years, we have developed enduring partnerships to support the needs of our clients, underpinned by the core values of innovation, integrity, and endurance. Through its various businesses including RMA Automotive, Global Fleet Sales, Comin Asia, and Express Food Group (EFG), RMA Group has established itself as the partner of choice for leading automotive, equipment, engineering services, and food brands in Southeast Asia and beyond.

Overview of the Role

The Project Admin and Document Controller role of RMA Energy is responsible for ensuring effective document management, ISO compliance, procurement coordination, and financial administration within project operations. The position supports project teams by maintaining accurate documentation, coordinating with internal and external stakeholders, and ensuring compliance with company standards and procedures.

Key Responsibilities

• Manage and control documentation in compliance with ISO 9001 Quality Management System
• Prepare and support Internal and External ISO audits, including documentation and evidence tracking
• Maintain document control systems, including document registration, tracking, and version control
• Coordinate document submissions between clients, vendors, contractors, and internal teams
• Ensure proper storage and organization of both hardcopy and softcopy project documents
• Handle procurement processes including supplier sourcing, quotation comparison, and purchase documentation
• Coordinate with suppliers, project teams, and finance for purchasing and delivery follow-ups
• Manage invoicing and billing processes, including tax invoices and ERP system entries
• Track customer payments and update aging reports regularly
• Prepare payment requests and verify supplier invoices before processing
• Support vendor registration and maintain vendor-related documentation
• Provide administrative and documentation support to project teams and cross-functional departments

Background and Experience

• Bachelor's degree in Business Administration, Engineering, or a related field
• Proven experience in document control, administration, or project coordination
• Familiarity with ISO 9001 standards and document control procedures
• Experience in procurement processes and financial documentation handling
• Proficiency in ERP systems (e.g., Oracle) and Microsoft Office tools
• Strong organizational skills with attention to detail
• Good communication and coordination skills with multiple stakeholders
• Ability to manage multiple tasks and meet deadlines in a project environment

Additional details: This role requires close coordination with internal departments such as accounting, finance, and legal, as well as external stakeholders including clients, vendors, and contractors. The position may involve handling sensitive financial and contractual documents, requiring a high level of accuracy and confidentiality.

RMA Group is an equal opportunity employer, with a diverse group of colleagues globally representing different cultures, backgrounds, and beliefs. Our values of Innovation, Integrity, and Endurance are embedded in what we do, and we welcome applicants who are committed to respecting diversity of thought and living our values on a day-to-day basis.