Document Controller

2 days ago

Pasig, National Capital Region, Philippines Joy~Nostalg Group Full time

Job Summary:

The Document Controller/ Office Assistant ensures the efficient management, organization, and distribution of all project-related documentation for the Engineering Design, Quantity Surveying, Geodetic Engineering, and GIS teams. The role aims to maintain data accuracy, version control, and compliance with organizational and project standards.

Duties and Responsibilities:

Document Management

  • Establish and maintain a centralized document control system to store engineering drawings, cost estimates, geodetic surveys, and GIS-related data.
  • Monitor document revisions, approvals, and version control processes to ensure the use of accurate and up-to-date information.
  • Ensure proper documentation workflows, including filing, archiving, and retrieval systems.

Coordination and Communication

  • Collaborate with Engineering Design and GIS teams to manage technical drawings and mapping data.
  • Assist Quantity Surveyors in tracking and storing variation orders, cost analysis records, and project documents.
  • Support Geodetic Engineers in organizing field survey data, reports, and digital map files.
  • Act as a liaison between internal teams and external parties (e.g., contractors, consultants) for document exchange.

Compliance and Quality Assurance

  • Conduct regular audits to ensure document management aligns with organizational policies, and project requirements.
  • Maintain records for compliance documentation and regulatory submissions.

Workflow Optimization

  • Recommend and implement process improvements to enhance documentation workflows and minimize errors.

Reporting

  • Generate reports summarizing document statuses, pending reviews, and completion timelines for management.
  • Maintain accurate logs of incoming and outgoing documentation.

Qualifications:

  • Bachelor's degree in Engineering, Information Management, or a related field.
  • At least 1 year of experience in document control.
  • Excellent organizational, multitasking, and communication skills.
  • Skilled in managing and tracking documents effectively.
  • Detail-oriented with a commitment to accuracy and confidentiality.
  • Proactive, adaptable, and able to work under pressure.
  • Strong team player with excellent interpersonal skills
  • Aligned with the organization's values of efficiency, transparency, and continuous improvement.

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