Records Management Officer

6 days ago

Manila, National Capital Region, Philippines YUSEN LOGISTICS PHILIPPINES INC. Full time

Job Description

We are seeking a highly organized and detail-oriented Records Management Officer to join our team at YUSEN LOGISTICS PHILIPPINES INC.

  1. Verify the accuracy and completeness of documents, ensuring they meet the quality standards and requirements. This involves reviewing and evaluating documents for compliance with established procedures and policies.

  2. Provide support during internal and external audits, specifically in the provision of necessary QMS documents and records. This includes coordinating with departments to ensure that all required documents are available and up-to-date.

  3. Conduct reviews of QMS documents to identify any required revisions or updates. This involves analyzing documents for changes, improvements, and implementation of new procedures.

  4. Oversee the lifecycle of documents, including creation, revision, distribution, and archiving, ensuring all documents are properly categorized and stored. This includes maintaining document control systems and ensuring that all documents are easily accessible.

  5. Process received DRAS requests and post documents to SharePoint. This involves managing incoming requests, verifying information, and updating document repositories.

  6. Maintain and update the database of all QMS documents. This includes ensuring data accuracy, completeness, and accessibility.

  7. Process requests for the retrieval of documents and job files. This involves verifying requests, locating documents, and providing them to authorized personnel.

  8. Prepare a Records Transfer List/master list for records subject to transfer to off-site records storage. This involves identifying records requiring transfer, documenting them, and ensuring proper handling and storage.

  9. Review inactive records that are subject to disposal and coordinate with respective departments for approval. This includes evaluating records for disposition, recommending action, and obtaining approvals as needed.

  10. Follow up on the closure of disposed records and maintain the Certificate of Destruction (as applicable). This involves ensuring records are properly disposed of and documented.

  11. Maintain an up-to-date inventory of records. This includes tracking record locations, quantities, and conditions.

  12. Ensure timely processing of billing from off-site records storage. This involves coordinating with vendors, verifying invoices, and ensuring timely payment.

  13. Conduct supplier evaluations related to records management. This involves assessing vendor performance, identifying areas for improvement, and implementing changes as needed.

  14. Check labels of files and boxes to ensure compliance with retention periods and disposal dates. This involves verifying labels, ensuring accuracy, and making corrections as necessary.

  15. Oversee records management for AFF Warehouse, specifically for Finance and Accounting records. This involves managing records, maintaining documentation, and ensuring compliance with company policies.

  16. Provide training and support to staff related to document and records control procedures and systems. This involves educating employees on best practices, answering questions, and providing guidance as needed.

  17. Assist in the implementation of new document management systems and procedures. This involves working with teams to design, test, and implement new systems and processes.

Company Overview

YUSEN LOGISTICS PHILIPPINES INC. is a leading logistics provider dedicated to delivering exceptional service and solutions to our clients. We are committed to innovation, quality, and customer satisfaction.

Salary

The salary range for this position is competitive and commensurate with experience.

Job Qualifications

  • A graduate of any 4-year course (fresh graduates with high potential may apply).

  • Keen attention to detail and organizational skills.

  • Proficient in MS Office (Word, Excel, PowerPoint).

  • Strong proficiency in English communication (both written and verbal).

  • Amenable to work in Sucat, Paranaque.

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