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Document Controller

2 months ago

Calamba, Calabarzon, Philippines Manpower Philippines Full time

JOB DESCRIPTION:

Supports the Project Management Office's by performing records management, maintenance of CPM Document Control Office, and other project records management tasks.Handling/Transmittal of documentsEnsure completeness of project folders (ongoing and previous/completed) per projectEnsure completeness of documents transmitted outside the PM teamEstablishment of document transmittal numbering systemHandles the processing (documents routing, sorting, scanning, stamps, filling, retrieval, distribution/transmittal) of incoming and outgoing documents/transmittals of assigned projects.Maintains a document log for incoming and outgoing transmittals.Ensure documents are complete, approved, acceptable and submitted within the agreed scheduleMaintains a repository of project documentation and information in the PM filling cabinetsIdentifies, maintains, secure and protects the hard copies and e-copies of project folders.Delivers reports on compliance and status of documents as directed by the PM teamCoordinates and collaborate with the Project Management team and contractors to ensure proper and timely processing of project documentCoordinates and assist in ensuring completeness of project foldersFollow up overdue and pending docs from the Reviewers to ensure that agreed TAT is being followedEstablishment and Implementation of Document Control System of all projects related documentsResponsible for the development, implementation and continuous improvement of the document control system to efficiently capture, monitor, distribute and organize project documentsMonitoring System for critical project documents including but not limited to tracking, monitoring and maintenance of update Project insurance, Bonds, Performance Securities and GuaranteesEstablishment of turn-around time of document processing from handover to review, processing, release and archivingManages the system in accordance with set internal policies and procedures and ensures continuous improvement of the system, processes, and methodsManages the receipt and transmittal of internal and external project documents, ensuring control, accuracy, quality and integrity.Coordinates with the project team, departments within MWIS, and other relevant groups including Contractors and other stakeholders in establishing and implementing document control systems and procedure.Timely Processing of CAPEX Billings and Administrative Support to Project ManagementHandles processing of Contract and Job Order, coordination with Legal and procurement for timely release of needed documents.Support the operation by ensuring smooth and cost-efficient planning and execution, deliveries, and control of all administrative matters.Performs other related functions inherent in team operation, acts as corporate resource and performs other tasks assigned by higher management.

EDUCATION/EXPERIENCE REQUIRED:

Must be a bachelor's degree holder, preferably in Library and Information Science or any related course; experience in ISO is an advantageMust have a minimum of one-year experience in records management/administrative supportMust be highly organized, able to multitask and can work under pressureMust be proficient in MS Office applicationsMust have good interpersonal, communication and customer service skills