Documentation Assistant

2 weeks ago

Quezon City, National Capital Region, Philippines Robert Brown Wear Inc Full time ₱144,000 - ₱216,000 per year

Documentation Assistant is responsible for receiving, organizing, encoding, monitoring, and maintaining all documents related to operations, deliveries, and internal transactions. This role ensures accuracy, proper filing, and timely updates, facilitating smooth coordination between departments and supporting operational efficiency.

Key Responsibilities:

Receiving Documents

  • Receive all incoming documents such as IPOs, DRs, POs, or delivery receipts from internal departments (e.g., Sales, Warehouse, Logistics).
  • Acknowledge receipt through email, messaging platforms (Viber), or physical logbooks.
  • Verify completeness, accuracy, and legibility of received documents.

Sorting and Categorizing

  • Sort documents according to type (e.g., SM IPO, Distribution, Outright, Grocery).
  • Categorize by delivery schedule, destination, or client for quick reference.
  • Arrange documents in labeled folders or trays based on category.

Data Encoding and Monitoring

  • Encode details from IPOs or delivery documents into monitoring files (Excel or system-based).
  • Update Truck Plan, Delivery Calendar, and Monitoring Sheet daily.
  • Ensure all encoded information (delivery date, client name, quantity, and truck assignment) is accurate.

Coordination with Operations

  • Forward verified and encoded documents to concerned departments (e.g., warehouse, logistics).
  • Resolve document discrepancies or missing details with the issuing department.
  • Follow up on pending approvals or missing attachments.

Document Printing and Filing

  • Print required documents (IPO, DR, gate pass, barcode sheets) for dispatch or record-keeping.
  • Label printed documents and file them according to delivery date and client.
  • Maintain both hard copy and soft copy records for backup and easy retrieval.

Updating Transaction Status

  • Track and update document status: Picked, Dispatched, Delivered, or Returned POD.
  • Encode delivery updates from logistics or trucking partners.
  • Ensure all completed deliveries are documented and properly filed.

Archiving and Record Maintenance

  • Keep completed and verified documents in chronological order for monthly archiving.
  • Prepare summary reports or documentation logs for management.
  • Maintain confidentiality and ensure secure storage of documents.

Reporting

  • Submit daily or weekly documentation updates to the immediate supervisor.
  • Report discrepancies, missing documents, or other issues in the documentation process.
  • Recommend process improvements for efficient workflow and documentation management.

Qualifications and Skills:

  • Bachelor's Degree or equivalent; additional training in office administration is a plus.
  • Proficiency in Microsoft Office (Excel, Word) and data entry systems.
  • Strong organizational skills and attention to detail.
  • Ability to communicate clearly with multiple departments.
  • Trustworthy and capable of handling confidential information.
  • Can report to Natib, Cubao, Quezon City.
  • Amenable to work 6-days a week, Monday to Saturday.

Job Type: Full-time

Pay: From Php19,000.00 per month

Benefits:

  • Employee discount
  • Opportunities for promotion
  • Pay raise

Work Location: In person

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