Documentation Officer

5 days ago

Marikina City, National Capital Region, Philippines Private Advertiser Full time ₱6,000,000 - ₱15,000,000 per year

Compliance & Documentation Officer (Real Estate)

Location: Marikina City

Work Setup: Onsite | Full-time

Industry: Real Estate / Property Development

Job Summary

The Compliance & Documentation Officer is responsible for ensuring that all real estate projects and corporate activities comply with housing, construction, and property regulations. The role manages the acquisition, renewal, and monitoring of permits, licenses, and clearances from government agencies such as the Registry of Deeds (ROD), Assessor's Office, HLURB/DHSUD, DENR, BIR, DPWH, and LGUs. This position ensures accurate and complete documentation, supports interdepartmental coordination, and upholds the organization's legal and regulatory obligations for project development and property operations.

Key Responsibilities

A. Regulatory and Permit Coordination

  • Process project-related permits, licenses, and clearances with:

  • Registry of Deeds (ROD): titling and registration

  • Assessor's Office: tax declarations and assessments
  • DHSUD/HLURB: development permits, license to sell
  • DENR, BIR, DPWH, LGUs: environmental, tax, and construction compliance
  • Utility Providers: Meralco, Manila Water, MWSS for service connections
  • Maintain updated trackers for all permits, renewal schedules, and validity.
  • Conduct regular follow-ups to ensure timely release of government documents.

B. Documentation and Reporting

  • Prepare, review, and ensure completeness and accuracy of regulatory submissions.
  • Maintain proper documentation (physical and digital) of all permits and compliance files.
  • Generate regular compliance updates and reports for management.
  • Assist in due diligence for property acquisition, titling, and development requirements.

C. Interdepartmental & External Coordination

  • Coordinate with Engineering, Project Development, Finance, and Legal teams for compliance submissions.
  • Act as primary contact for government agencies, consultants, and LGUs.
  • Facilitate site inspections, audits, and authority-required visits.

D. Payment & Financial Processing

  • Handle payments for permits, government fees, documentary stamps, and related charges.
  • Process liquidations and maintain accurate records of all payments.
  • Coordinate with Finance for budget requests, reimbursements, and ORs.

E. Compliance Monitoring & Continuous Improvement

  • Stay updated on new laws and changes in real estate and construction regulations.
  • Recommend process improvements for compliance and documentation systems.
  • Support internal audits and reviews to ensure regulatory adherence.

Qualifications

Education:

  • Bachelor's degree in Architecture, Civil Engineering, Real Estate Management, or related field.
  • Licensed Architect or Engineer is an advantage.

Experience:

  • Minimum 2 years experience in real estate development, construction, or property management.
  • Proven liaison experience with government agencies (ROD, BIR, LGUs, DHSUD/HLURB, etc.).

Skills & Competencies:

  • Strong understanding of real estate permitting and compliance processes.
  • Excellent organizational and time management skills.
  • Strong communication and interpersonal skills for dealing with government officials and internal teams.
  • High attention to detail and accuracy in documentation.
  • Proactive, resourceful, and able to work independently.
  • Demonstrates professionalism, reliability, and integrity.

Technical Skills:

  • Proficient in MS Office (Word, Excel, PowerPoint).
  • Experience with document management systems and project tracking tools is an advantage.

What We Offer

  • Competitive salary package
  • Government benefits + company benefits
  • Career growth opportunities
  • Stable and supportive work environment

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