Documentation Officer

2 weeks ago

Santolan P, Philippines F and C Loaders Inc Full time ₱180,000 - ₱360,000 per year

Job Summary

The Documentation Officer is responsible for managing, organizing, and safeguarding all transport-related documents to ensure efficient and compliant trucking operations. This position ensures that all trip records, proof of deliveries (PODs), billing documents, permits, and related paperwork are accurate, complete, and transmitted on time to clients. The role also involves coordination with subcontractor trucking partners for the timely collection and submission of documentation.

Key Responsibilities

  • Prepare, organize, and file all trip-related documents including dispatch orders, delivery receipts, waybills, and proof of deliveries (PODs).
  • Ensure the timely preparation, submission, and transmittal of PODs to clients and internal departments.
  • Review and verify documents for accuracy, completeness, and compliance with company and client requirements.
  • Coordinate with drivers, dispatchers, clients, and accounting staff to ensure prompt submission of PODs and other required documentation.
  • Coordinate with subcontractor trucking companies to collect, verify, and compile PODs and other delivery documents.
  • Prepare and send transmittals of PODs and delivery documents to clients for billing, liquidation, or record purposes.
  • Support the billing and liquidation process by providing accurate and complete documentation to the accounting department.
  • Secure and archive original hard copies of documents for audit, billing, or compliance purposes.
  • Assist in preparing and renewing government-related trucking permits, vehicle registrations, and other legal documents.
  • Ensure all documentation follows company confidentiality and record management standards.
  • Provide administrative support to the operations team as needed (e.g., preparing trip summaries, encoding driver trip logs).

Qualifications

  • Bachelor's Degree in Business Administration, Logistics, Transportation, or any related field (preferred but not required).
  • At least 1–2 years of experience in documentation, logistics, or trucking operations.
  • Strong attention to detail and accuracy in handling paperwork.
  • Excellent communication and coordination skills, especially with drivers, subcontractors, and clients.
  • Proficient in Microsoft Office (Word, Excel) and familiar with digital filing or scanning systems.
  • Ability to work under pressure and meet deadlines.
  • Trustworthy, reliable, and able to maintain confidentiality of company records.

Core Competencies

  • Organization & Time Management – Handles multiple documentation tasks efficiently and accurately.
  • Accountability – Ensures all delivery and client documents are properly submitted and filed.
  • Coordination Skills – Works effectively with internal teams, subcontractors, and clients.
  • Integrity & Confidentiality – Maintains professionalism and data security at all times.

Work Schedule/ Location

  • Monday to Saturday, 11am-8pm
  • May require overtime during peak operations or audit periods.
  • Location: Santolan Pasig City

Job Types: Full-time, Permanent

Pay: Php23, Php25,000.00 per month

Benefits:

  • Flexible schedule
  • Flextime
  • On-site parking
  • Paid training
  • Pay raise

Work Location: In person

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