Document Controller

Key Duties and Responsibilities:

1. Document Control & Management

2. Establish and maintain the project document control system for all active and archived documents.

3. Receive, log, track, and distribute technical documents, drawings, and correspondence in accordance with company standards.
4. Ensure that document numbering, version control, and filing procedures are consistently applied.
5. Maintain an up-to-date document register for all controlled documents across projects.

6. Support the preparation and submission of documentation packages for clients, consultants, and regulatory authorities.

7. Reporting & Records

8. Prepare regular document control status reports (submission logs, transmittals, pending reviews).

9. Ensure timely retrieval of records and documentation required for audits, reviews, or project handovers.
10. Verify that all documentation is reviewed, approved, and distributed in compliance with project requirements.

11. Maintain backup and electronic storage systems to ensure document integrity and accessibility.

12. Compliance & Quality Assurance

13. Ensure compliance with internal document management procedures and project-specific documentation requirements.

14. Support quality audits by providing complete and organized documentation sets.
15. Assist in implementing document control best practices and continuous improvement initiatives.

16. Monitor and report discrepancies or non-compliance in documentation processes.

17. Coordination & Communication

18. Coordinate with project managers, engineers, contractors, and external stakeholders for timely submission and approval of documents.

19. Facilitate communication flow related to document reviews, revisions, and approvals.
20. Maintain document transmittal records and correspondence logs.

21. Support the PMO or site management team with document-related coordination and reporting.

22. Project Support

23. Assist in the preparation of handover documentation and as-built files at project completion.

24. Provide administrative and documentation support during project start-up, execution, and close-out stages.
25. Contribute to maintaining standardized templates and filing structures across all sites.Key Performance Indicators (KPIs):
    • Accuracy and timeliness of document submissions and updates.
26. Compliance rate with document control procedures and standards.
27. Retrieval time and accessibility of controlled documents.
28. Reduction in missing, duplicated, or outdated documentation.
29. Responsiveness to document-related requests and coordination tasks.

Qualifications:
•

Education: Bachelor's degree in business administration, Engineering, or a related field.

o Training or certification in Document Control or Records Management is an advantage.

• Experience:

o 1–3 years of experience in document control, records management, or administrative support in telco, construction, engineering, or energy industries.

o Familiarity with document management systems (e.g., SharePoint, Procore, or similar).

o Experience managing project documentation for multi-site or large-scale operations is an advantage.

• Skills:

o Strong attention to detail and organizational skills.

o Proficiency in MS Office (Excel, Word, PowerPoint); experience with digital document systems preferred.

o Excellent communication and coordination abilities.

o Ability to work under tight deadlines and manage multiple priorities.

o Knowledge of standard document control practices in construction or engineering projects.

Job Type: Full-time

Pay: Up to Php35,438.00 per month

Benefits:

• Health insurance
• Life insurance
• Pay raise

Application Question(s):

• can start asap?
• Has Training or certification in Document Control or Records Management ?

Education:

• Bachelor's (Required)

Experience:

• Document control/admin in telco, construction/energy : 3 years (Required)

Work Location: In person