Overall Job Purpose

Manages and oversees documents for a particular project or for an entire organization. Ensures that proper documents are created and signed, that all data is accurate and that documents are stored and backed up and any retention policies are followed.

PROFESSIONAL QUALIFICATIONS:

• Bachelor’s or College Degree in Information Technology, Office Administration, or equivalent.
• Computer literate and well-versed with MS Office applications.
• Organized, Systematic and has keen eye to details.
• With excellent verbal and written communication skills.
• Willing to work longer hours
• Will be assigned to our project site in Ayala, Makati.

GENERAL DUTIES and RESPONSIBILITIES

1. Organize and Archive Documents:

• Ensure Document Management procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving).
• Maintain and manage electronic and hard copy documents as required.
• Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers).
• General document control activities such as photocopying, scanning, analysis of supplier’s documents compliance with Project standards regarding numbering and all others aspect related to document quality

2. Document Management System:

• Can handle the retrieval of documents either as directed by employees or clients.
• Manage all flows of documents either in electronic form or on paper support.
• Process incoming documentation (registration in the DMS, internal distribution, archiving)
• Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
• Establish and maintain the Master Document Register in cooperation with the Project team
• Ensuring the use of standardized forms and templates

3. Monitoring / Maintaining of Documents:

• Must edit or review documents. Implement and maintain document control processes and procedures.
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
• Monitor technical documents review and approval in accordance with agreed schedule.
• Monitoring of documentation progress in cooperation with the project planner.
• Communicate and liaise with Project Teams, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required.