Record Keeper

6 days ago

Manila, National Capital Region, Philippines Joy~Nostalg Group Full time

**Job Description:**

We are seeking an experienced Record Keeper to join our team. The successful candidate will be responsible for ensuring the efficient management, organization, and distribution of all project-related documentation. This position requires strong organizational and communication skills, as well as attention to detail and the ability to work under pressure.

Main Responsibilities:

Document Control:

  • Centralized Database: Establish and maintain a centralized document control system to store engineering drawings, cost estimates, geodetic surveys, and GIS-related data.
  • Revision Monitoring: Monitor document revisions, approvals, and version control processes to ensure accurate information is used.
  • Documentation Workflows: Ensure proper documentation workflows, including filing, archiving, and retrieval systems.

Collaboration and Communication:

  • Team Support: Collaborate with Engineering Design and GIS teams to manage technical drawings and mapping data.
  • Quantity Surveyor Support: Assist Quantity Surveyors in tracking and storing variation orders, cost analysis records, and project documents.
  • Geodetic Engineer Support: Support Geodetic Engineers in organizing field survey data, reports, and digital map files.
  • Liaison Role: Act as a liaison between internal teams and external parties (e.g., contractors, consultants) for document exchange.

Compliance and Quality Assurance:

  • Audit and Compliance: Conduct regular audits to ensure document management aligns with organizational policies and project requirements.
  • Regulatory Records: Maintain records for compliance documentation and regulatory submissions.

Workflow Optimization:

  • Process Improvements: Recommend and implement process improvements to enhance documentation workflows and minimize errors.

Reporting:

  • Status Reports: Generate reports summarizing document statuses, pending reviews, and completion timelines for management.
  • Documentation Logs: Maintain accurate logs of incoming and outgoing documentation.

Requirements:

  • Educational Background: Bachelor's degree in Engineering, Information Management, or a related field.
  • Work Experience: At least 1 year of experience in document control.
  • Skill Set: Excellent organizational, multitasking, and communication skills.
  • Attention to Detail: Skilled in managing and tracking documents effectively.
  • Commitment to Confidentiality: Detail-oriented with a commitment to accuracy and confidentiality.
  • Adaptability: Proactive, adaptable, and able to work under pressure.
  • Interpersonal Skills: Strong team player with excellent interpersonal skills.
  • Alignment with Organizational Values: Aligned with the organization's values of efficiency, transparency, and continuous improvement.

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