Document Controller - Muntinlupa

Key Responsibilities:

1. Document Management:

Design and Planning Department:

• Maintain and manage design drawings, specifications, and related documents.
• Ensure all design documents are properly version-controlled and archived.
• Facilitate the distribution and retrieval of design documents to relevant stakeholders.
• Preparing all the necessary documents for Barangay clearance to occupancy permit for approval of the Management.

Cost, Contract, and Bidding Department:

• Oversee the documentation of cost estimates, contract proposals, and bidding documents.
• Ensure accuracy and completeness of all cost-related documentation.
• Manage the filing and retrieval of contracts and agreements.
• Ensure all Cost and Contract monitoring are updated.

Project Management Department:

• Handle project plans, schedules, progress reports, and other project-related documents.
• Maintain an organized record of project changes, approvals, and related communications.
• Ensure that all project documentation is up-to-date and accessible.

1. Document Control Processes:

• Develop and implement document control procedures and best practices.
• Monitor and enforce compliance with document control standards and protocols. • Establish and maintain a centralized document repository with secure access controls.

1. Coordination and Communication:

• Act as the primary point of contact for document-related inquiries within the departments.
• Coordinate with project managers, engineers, cost estimators, and other stakeholders to ensure timely and accurate document distribution.
• Facilitate meetings and training sessions on document control processes as required.

1. Quality Assurance:

• Conduct regular audits of document management processes to ensure compliance and identify areas for improvement.
• Address discrepancies and issues related to document accuracy and version control.
• Implement corrective actions to resolve document-related issues.

1. Record Keeping and Reporting:

• Maintain detailed records of document revisions, approvals, and distribution.
• Prepare and present regular reports on document control activities and status.
• Ensure that all records are maintained in accordance with company policies and regulatory requirements.

1. System Management:

• Manage document management systems and tools, ensuring they are up-to-date and functioning efficiently.
• Provide support for system troubleshooting and user training.
• Stay current with technological advancements in document management and recommend improvements.

1. Compliance and Security:

• Ensure adherence to data protection regulations and confidentiality agreements.
• Implement and monitor security measures to protect sensitive and confidential documents.
• Address any breaches or issues related to document security.

Qualifications:

Education: Bachelor’s degree in business administration, Information Management, Engineering, or a related field. Certification in Document Control or Records Management is a plus.

Experience: Minimum of 1-3 years of experience in document control or records management, preferably in the construction, engineering, or project management sectors.

Skills:

1. Proficiency in document management systems (e.g., SharePoint, Documentum).
2. Strong organizational skills with attention to detail.
3. Excellent communication and interpersonal abilities.
4. Ability to manage multiple tasks and prioritize effectively.
5. Familiarity with industry standards and regulatory requirements related to document control.