Administrative Document Coordinator

2 days ago

Manila, National Capital Region, Philippines beBeeDocument Full time ₱150,000 - ₱250,000
Document Support Specialist Job Description

As a key member of our organization, you will play a vital role in ensuring the smooth operation of our document management systems. Your primary responsibilities will include organizing and archiving documents, retrieving them upon request, and outlining a long-term storage strategy.


Purpose:

The purpose of this role is to provide administrative support in managing office documents. You will be responsible for preparing and consolidating all available contracts, monitoring database inventory and project warranty & MA renewal, and preparing documents for Service Renewal Kit and Warranty Kit processing.


Responsibilities:
  • Document Management: Organize, archive, and retrieve documents as needed.
  • Contract Preparation: Prepare and consolidate all available SPG contracts.
  • Database Monitoring: Monitor database of inventory and project warranty & MA renewal.
  • Document Preparation: Prepare and consolidate documents for Service Renewal Kit and Warranty Kit processing.
  • Labeling and Categorization: Label, sort, and categorize documents for ease of use.
  • Training and Development: Train employees on efficient documentation usage and ensure consistency of documentation practice across the organization.
  • Documentation Integrity: Ensure documentation integrity and control access to documents.
  • Obsolete Document Removal: Remove obsolete documents and maintain a clean and organized document system.
  • Technical Knowledge: Familiar with document types such as drawings, specifications, standards, and coordinate with other teams as needed.
  • Additional Responsibilities: Perform other duties as assigned and be willing to work in extended office hours.

Qualifications:
  • Education: Minimum education requirement: College Degree (any 4-year course).
  • Experience: Minimum experience/training requirement: At least 2 years administrative work experience.
  • Competency: Proficiency in MS Productivity tools such as Excel, Word, PowerPoint, and Outlook; ability to create and analyze reports using Microsoft Excel; adaptability to fast-paced environment and organizational culture; proficiency with scanning and administrative technology; physical strength and stamina for heavy lifting; outstanding organizational skills; multitasking ability; attention to detail; excellent written and verbal communication skills; and good interpersonal skills.

Working Conditions:

Must be available during regular work hours and willing to render work beyond office hours as needed. Will report to a designated location and must be a team player, willing to assist and provide guidance to junior members of the team.


Seniority level:
  • Entry level

Employment type:
  • Other

Job function:
  • Other

Industries:
  • IT Services and IT Consulting

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