Corporate Document Controller

Private Advertiser; Mandaluyong; On-site; PHP 223,000 - 446,000; Full time

Job summary

Private Advertiser is seeking a Corporate Document Controller Officer to oversee IMS document control, ensure current revisions, and support internal audits. The role includes supervising document controllers, coordinating with department heads, and maintaining records management across central office and project sites.

The position requires a Bachelor's degree and 3–5 years of experience in document control or records management, with strong MS Office and document management software skills.

Qualifications

• Bachelor’s degree in Business Administration, Information Management, or a related field.
• Proficient in document management software and Microsoft Office Suite; familiarity with data management systems.
• Minimum of 3-5 years of experience in document control, records management, or a related field.

Responsibilities

• Supervision of the Document Control to the Central office and All project sites.
• Trains Document Controllers.
• Monitors the compliance and performance of document controllers.
• Communicates w/ Project DCs re IMS matters.
• Plot the IMS Calendar in an excel/ any strategical file after deliberation of the IMS team.
• Assists the IMR for annual review of Integrated Management System Manual, Key Performance Measure, Procedures, Guidelines, Etc.
• Coordinates to Department Head the possible creation of documents and revision to align with standard requirements.
• Routes for approval and dissemination of documents.
• Manages the systematic flow of documentation within the organization.
• Retrieves obsolete documents.
• Responsible for the Records Management Project together with the records management staff in collaboration with IT dept.
• Retrieves from HR department the consolidated KPM Progress Reports based on the actual performance
• Submits the consolidated KPM Report to IMR for review and reference.
• Participates on the IMS Internal Audit Planning
• Creates Audit Checklist.
• Conducts Audit in the Project Site
• Creates & submits report for the conducted audit to Team Leader.
• Follow up actions of CAR until close out.
• Files all submitted OPEN CARs to its designated binder and updates the CAR LOG
• Files all submitted CLOSED CARs to its designated binder and updates the CAR LOG
• Registers all issued CARS by assigning CAR number in the CAR Log
• Coordinates with Lead Auditor and IMS IA Team Leader the status of issued CARs.
• Prepares Management Review (MR) Notice of Meeting
• Sends to the IMR the Management Review (MR) Notice for his approval
• Consolidates all needed reports for presentation materials In PowerPoint.
• Sends the MR presentation template to all department heads for their accomplishment
• Do follow-ups on the MR Presentation from all department Heads
• Consolidates all Management Review presentations before the MR proper
• Coordinates on food, sound, venue for Management Review
• Operates the computer or presentation slides during Management Review
• Takes minutes of the MR meeting.
• Finalizes and sends the Minutes of the meeting to IMR for review and approval.
• Prints and files the approved MOM to its designated binder.
• ARRANGES AND COORDINATES the travel applications/itinerary/ Cash Advances/ Liquidation of Internal Auditors, DCO, IMR, and External Auditors during audit.
• ACTS AS RESOURCE PERSON on subject matter of expertise in coordination w/ HRA.
• Act as MEMBER OF ESH COMMITTEE for Central Office
• Do other related jobs as instructed by IMR.

Skills

Document management

MS Office proficiency

Familiarity with data management

Education

Bachelor’s degree in Business Administration or Information Management

Tools

Microsoft Office Suite

Document management software

Job description

The Corporate Document Controller Officer is responsible for the effective control of IMS documents through proper identification, storage and distribution.Shall identify and document the changes and ensure current revisions are distributed and obsolete documents are properly disposed.

Supports the Lead Auditor on the planning, conducting and reporting of Internal Audit activities to re-confirm the organization conformances to the ISO9001, 14001 & 45001 requirements.

Qualification:

1. Bachelor’s degree in Business Administration, Information Management, or a related field.

2. Proficient in document management software and Microsoft Office Suite; familiarity with data management systems.

3. Minimum of 3-5 years of experience in document control, records management, or a related field.

Detailed Job Description:

1. Supervision of the Document Control to the Central office and All project sites

• Trains Document Controllers.

• Monitors the compliance and performance of document controllers.

• COMMUNICATES w/ Project DCs re IMS matters.

1. DOCUMENTATION

• Plot the IMS Calendar in an excel/ any strategical file after deliberation of the IMS team.

• Assists the IMR for annual review of Integrated Management System Manual, Key Performance Measure, Procedures, Guidelines, Etc.

• Coordinates to Department Head the possible creation of documents

• Coordinates to Department Head the possible revision of documents to align on the standard requirements.

• Routes for approval and dissemination of documents.

• Manages the systematic flow of documentation within the organization.

• Retrieves obsolete documents.

• Responsible for the Records Management Project together with the records management staff in collaboration with IT dept.

1. KPM PROGRESS MONITORING

• Retrieves from HR department the consolidated KPM Progress Reports based on the actual performance

• Submits the consolidated KPM Report to IMR for review and reference.

1. AS IMS INTERNAL AUDITOR

• Participates on the IMS Internal Audit Planning

• Creates Audit Checklist.

• Conducts Audit in the Project Site

• Creates & submits report for the conducted audit to Team Leader.

• Follow up actions of CAR until close out.

1. CAR MONITORING

• Files all submitted OPEN CARs to its designated binder and updates the CAR LOG

• Files all submitted CLOSED CARs to its designated binder and updates the CAR LOG

• Registers all issued CARS by assigning CAR number in the CAR Log

• Coordinates with Lead Auditor and IMS IA Team Leader the status of issued CARs.

1. MANAGEMENT REVIEW

• Prepares Management Review (MR) Notice of Meeting

• Sends to the IMR the Management Review (MR) Notice for his approval

• As instructed by IMR, consolidate all needed reports for presentation materials In PowerPoint.

• Sends the MR presentation template to all department heads for their accomplishment

• Do follow-ups on the MR Presentation from all department Heads

• Consolidates all Management Review presentations before the MR proper

• Coordinates on food, sound, venue for Management Review

• Operates the computer or presentation slides during Management Review

• Takes minutes of the MR meeting.

• Finalizes and sends the Minutes of the meeting to IMR for review and approval.

• Prints and files the approved MOM to its designated binder.

1. OTHER TASKS

• ARRANGES AND COORDINATES the travel applications/itinerary/ Cash Advances/ Liquidation of Internal Auditors, DCO, IMR, and External Auditors during audit.

• ACTS AS RESOURCE PERSON on subject matter of expertise in coordination w/ HRA.

• Act as MEMBER OF ESH COMMITTEE for Central Office

1. Do other related jobs as instructed by IMR.