Document Specialist

2 days ago

Lipa City, Calabarzon, Philippines Convergence Realty & Development Corporation Full time ₱250,000 - ₱500,000 per year
Job Summary

The Documentation Specialist is responsible for preparing, reviewing, organizing, and maintaining all company documents related to business operations, client transactions, and internal processes. This role ensures that all paperwork complies with company policies, industry standards, and legal requirements while maintaining accuracy, confidentiality, and efficiency.

Exceptional organizational skills and attention to detail are essential for success in this position.


Key Responsibilities:

Document Preparation & Management

  • Prepare and format documents such as contracts, agreements, reports, and forms.
  • Review documents for accuracy, completeness, and compliance with company and legal standards.
  • Maintain organized filing systems—both physical and digital—for all company and client records.
  • Track document progress through each stage of review and approval.
  • Ensure proper version control, secure storage, and timely retrieval of all documentation.

Coordination, Communication & Client Follow-Up

  • Coordinate with internal teams, clients, and external partners to collect necessary documents and signatures.
  • Reach out to clients to request and follow up on required documentation to ensure timely completion of all processes.
  • Communicate clearly with clients regarding missing or incomplete paperwork and assist them with submission procedures.
  • Monitor deadlines for contract submissions, amendments, and documentation requirements.
  • Prepare periodic reports, summaries, and compliance checklists for management.

Compliance & Quality Control

  • Verify that all documents and forms comply with company policies and relevant regulations.
  • Conduct periodic audits to ensure accuracy and completeness of files.
  • Support compliance reviews and assist with record retention procedures.

Administrative Support

  • Maintain document templates, checklists, and standard operating procedures.
  • Assist with office correspondence, data entry, and document tracking systems.
  • Provide general administrative support to management and staff as needed.

Qualifications:
  • Bachelor's degree in Business Administration, Real Estate, or a related field is required.
  • Proven experience in documentation management, office administration, or a related field.
  • Exceptional organizational and time-management skills, with strong attention to detail.
  • Excellent written and verbal communication skills.
  • Proficiency with document management software, Microsoft Office Suite, and e-signature platforms (e.g., DocuSign).
  • Ability to handle confidential information with discretion and professionalism.
  • Knowledge of business or real estate documentation processes preferred.

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