Documentation & Asset Control Specialist

2 days ago

Makati City, National Capital Region, Philippines Executive Optical Full time

Job description:

The Documentation & Asset Control Specialist oversees the integrity, accuracy, and compliance of all corporate account documentation and fixed asset coordination activities. This role ensures the efficient processing of Memorandum of Agreement (MOA), Special Arrangement (SA), and asset lifecycle management - from acquisition to disposal. It involves cross-functional coordination with Legal, Engineering, and Audit Teams, and supports data-driven decision-making through performance analysis and process evaluations.

Job Duties & Responsibilities:

  • Ensure all documentation is accurate, complete, and compliant with internal policies and external regulations.
  • Coordinate with the legal department for contract/legal compliance and with the Audit Team for documentation validation (including CAPA submissions)
  • Manage the digital and physical filing system (Digital Repository) for fast and secure document retrieval
  • Acts as Point of Contact (POC) for the Fixed Asset System and Engineering Department.
  • Coordinate asset disposal processes and ensure compliance with company procedures.
  • Conduct monthly performance evaluations of corporate clients accounts.
  • Analyze sales trends and data for Corporate Accounts Division (CAD) and client partners.
  • Generate reports to support decision-making, audits, and continuous process improvement.
  • Support compliance audits and internal control processes.

Qualifications:

  • Bachelor's degree in business administration, Finance, Operations Management, or a related field.
  • Minimum of 3 years of experience in documentation control, fixed asset management, or corporate account operations.
  • Has at least 1 - 2 years in a supervisory or team lead role.
  • Experience coordinating with Legal, Engineering, and Audit departments is an advantage.

Skills & Competencies:

  • Strong organizational and document management skills.
  • Knowledge of asset lifecycle and fixed asset systems (e.g., SAP, Oracle, or similar tools)
  • Analytical mindset with experience in sales performance or operational data analysis.
  • High attention to detail and compliance standards.
  • Excellent communication, coordination, and problem-solving skills.
  • Proficient in MS Office (Excel, Word, PowerPoint); familiarity with document repositories or DMS.
  • Ability to handle sensitive documents with confidentiality

BENEFITS OF THIS POSITION:

  • Annual merit increase (depending on the performance)
  • Employee Discount (extended up to the immediate family member)
  • Free eye check-up
  • Covid-19 leave with pay
  • Sick Leave (convertible to cash if unused)
  • Vacation Leave (convertible to cash if unused)
  • Emergency Loan
  • HMO Subsidy
  • Life Insurance
  • All other government-mandated benefits

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