Document Controller

2 days ago

Mandaluyong City, National Capital Region, Philippines SMEC Full time ₱900,000 - ₱1,200,000 per year

Key Accountabilities:

  • Document Management and Control - Ensure accurate registration, classification, and control of all incoming and outgoing project documents.
  • Use of Electronic Document Management Systems (EDMS) - Effectively utilize SMEC's Business Management Systems (e.g., Aconex, SharePoint) to manage and track project documents.
  • Document Distribution and Tracking - Manage the timely and secure distribution of documents to internal and external stakeholders.
  • Quality and Standards Compliance - Ensure all documents comply with established company, project, and client standards.
  • Reporting and Logs Maintenance - Maintain detailed document logs and provide reports on document status and approvals.
  • Confidentiality and Security Management - Control access rights and monitor document retrieval activities. Maintain secure backups and ensure confidentiality of classified files.
  • Audit and Compliance Support - Support internal and external audits by preparing required document sets and responding to auditor requests.
  • Process Improvement and Workflow Support - Contribute to the development and continuous improvement of document control procedures and workflows.

Qualifications:

  • Bachelor's degree in Business Administration, Information Management, or a related field is preferred.
  • A technical diploma or certificate in document control, records management, or quality management is acceptable with relevant experience.
  • Additional training in ISO 9001 Quality Management Systems is an advantage.
  • Proficient in the use of Electronic Document Management Systems (EDMS) such as: Aconex, SharePoint, Newforma, Procore, or equivalent platforms.
  • Working knowledge of file handling tools including Adobe Acrobat Pro, Bluebeam Revu, or similar for PDF review and markup.
  • Basic familiarity with AutoCAD, Revit, or viewers for design documents is advantageous.
  • Skilled in Microsoft Office applications (especially Excel, Word, Outlook) for tracking and reporting.
  • Minimum of 5 years of cumulative experience in document control or records management, with at least 2-3 years in a senior or lead role.
  • Experience working in engineering, architectural design, or construction consulting environments.
  • Proven ability to manage large volumes of project documentation, including: Technical reports, drawings, specifications, contracts, contract variations, submittals, and transmittals.
  • Experience supporting multi-disciplinary teams across various project phases: design development, tender, construction, and project close-out.
  • Familiarity with regulatory submission processes for public or private sector infrastructure projects.
  • Strong understanding of document control systems and standards, including ISO-aligned practices.
  • Excellent attention to detail for reviewing and organizing technical documentation.
  • Good working knowledge of quality assurance practices, document versioning, and compliance monitoring.
  • Strong organizational and archiving skills, including familiarity with document retention policies.
  • Effective communication and coordination skills for dealing with internal teams and external stakeholders.
  • Capable of producing accurate reports, maintaining document trackers, and monitoring workflows for compliance and efficiency.

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