Document Controller

4 days ago

Angeles City, Central Luzon, Philippines HAUSLAND ESTATE MANAGEMENT INC. Full time ₱104,000 - ₱130,878 per year

A qualified candidate must be a graduate of BS in Business Administration major in Management or any related field

  • Prepare and process the documents for the registration of Homeowners Association with the Department of Human Settlements and Urban Development and Bureau of Internal Revenue.
  • Prepare the requirements needed for the application of a separate meter of the HOA.
  • Screen all documents such as reports, studies, contracts, and negotiable instruments and the like prior in indorsing to DCOO for action.
  • Process, provide documents, and schedule vehicle registration and insurance.
  • Facilitate the handling and production of documents, forms and communications, their external transmittal to concerned parties.
  • Maintain confidential access to information and department files, revising, updating, and organizing related hard and soft copies of department records.
  • Under the direction of the officer, process access to information requests by collecting requests from departments and by preparing and mailing out letters along with requested items.
  • Provide document imaging services to all departments by scanning and indexing records, often of a sensitive or confidential nature, into a document management system.
  • Monitor, organize and safely keep scanned records to support department reference use and transfers records to on-site records storage when in-office reference is no longer needed.
  • Provide operational support to the department in maintaining on-site records storage facilities by coordinating the transfer, retrieval and destruction of records according to departmental guidelines.
  • Complete transfer forms, provides box numbers, labels box contents and works with other staff to move/shelve boxes.
  • Receive and process departmental requests for the retrieval and use of records from storage rooms.
  • Document requested items and follows up with departments if files or boxes have not been returned in a timely manner.
  • Identify all boxes in storage due for destruction each month, generates box destruction authorization memos, and arranges with staff for box removal.
  • Prepare archival records box content lists.
  • Maintain current knowledge in information management systems.
  • Facilitate in the preparation of information, procedures and training materials related to access to information and protection of privacy.
  • Perform such other tasks that may be assigned by the Immediate Superior

Job Types: Full-time, Permanent

Benefits:

  • Paid training
  • Pay raise

Work Location: In person

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