Assistant Document Controller

7 days ago


Metro Manila NCR, Philippines Prov International (Philippines) Inc Full time
Fresh graduates from BS Management and BS Communications are welcome to apply

Job Responsibilities:


Base Business/Core Process:
• Perform assigned document control tasks to maintain up-todate and correct contents in the management system (e.g., CoW, ProArc, OTDP, etc.)
• Conduct a thorough assessment of requests (e.g. revision request, document registration, etc.) through systems investigation, validation, and analysis to ensure an accurate, SOP-compliant process workflow
• Communicate effectively with stakeholders such as validating information and sending clarifications to ensure that instructions are complete, and tasks will be handled accurately
• Create precise drafts of approved revision requests (e.g. reference documents, process flow, organizational charts, job descriptions, etc.) to ensure a clear audit trail
• Proofread and edit contents for inaccuracies, inconsistences, misspelled words, incorrect grammar, and non-compliance to formatting parameters
• Implement approved requests and/or major updates on management system content • Recommend solutions and provide support to basic concerns about the management system to offshore and onshore end users
• Coordinate with different parties to contribute to risk assessment, investigation, and root cause analysis
• Manage deliverables efficiently and without delay, with regular assistance and supervision required.

Support/Enabling Process:
• Perform assigned support process operator responsibilities (e.g., processing of class approval, translation requests, hardcopy requests, reporting, etc.) as per stakeholders' agreement
• Fulfill document retrieval requests as and when requested by onshore and offshore stakeholders
• Perform daily email handling of concerns and queries coursed through personal and/or team shared mailbox, as assigned
• Contribute to projects through risk assessment, planning, execution, and lessons learned participation, where involved
• Contribute to continuous improvement of processes by identifying areas of opportunities as well as participating in improvement initiatives where we create value for the customers
• Participate in the implementation of management system content in new IT applications and support the IT department with system upgrades
• Participate in trainings and best-practice sharing, as needed
• Facilitate meetings internally and as needed
• Assist in other tasks within skill set as requested by business

Must Have:

Education
• Graduate of any Bachelor degree.

Technical Skills
• Proficiency in MS office applications: Word, Excel, PowerPoint
• Proficiency in Adobe applications: Acrobat
• Know-how in business communication platforms: MS Teams, MS Outlook.

Soft Skills
• Proficiency in English, both written and spoken
• Detail-oriented, meticulous, and careful
• Customer orientation and good interpersonal skills
• Quick and flexible to learn especially new IT applications
• Ability to apply critical thinking in processing tasks and resolving stakeholder concerns
• Ability to adopt and embody Noble's core values.

Nice to Have:

Knowledge/skill in the following (advantage but not required):
• Document controlling process
• Business process management applications: IFS/Novacura, ProArc, CoW, etc.
• Adobe InDesign & Illustrator applications
• Continuous Improvement (Lean Six Sigma White Belt).
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