Document Control and Records Manager

SM Development Corporation; Pasay; On-site; PHP 1,500,000 - 2,100,000; Full time

Job summary

SM Development Corporation seeks a documents management leader to establish, implement, and continuously improve a centralized DMS that supports QA/QC across projects. You will ensure control, accessibility, and governance of design reviews, inspection reports, submittals, NCRs, and turnover docs.

Design the DMS architecture, folder structure, naming conventions, and access controls. Drive audit readiness and versioning while training staff and promoting adoption across Engineering,

Qualifications

• Bachelor’s degree in engineering or related field.
• 7+ years of experience in document control or DMS management in construction, engineering, or real estate development.
• Hands-on experience with construction DMS platforms (Aconex, Procore, SharePoint).
• Deep understanding of construction QA/QC documentation and workflow requirements.
• Strong organizational and communication skills with high attention to detail.
• Experience in leading cross-functional system implementations and user training initiatives.
• Excellent communication and facilitation skills.
• Demonstrated experience in managing cross-functional improvement initiatives.
• Strong analytical thinking, stakeholder management, and communication skills.
• ISO knowledge is beneficial but not required.
• Demonstrated leadership and ability to guide multiple teams.
• Strong problem-solving and translating site data into insights.
• Excellent leadership and interpersonal skills.
• Self-motivated, decisive, adaptable to change.
• Must support diverse and inclusive work environment.
• Must be focused, driven and able to work under pressure.
• Must possess strong planning, organizing, and controlling skills.

Responsibilities

• Leads the design, implementation, and maintenance of a DMS that supports QA/QC across projects.
• Establishes DMS architecture, folder structure, naming conventions, user access protocols, and control procedures.
• Ensures versioning, traceability, and audit readiness of documents.

Skills

DMS management

QA/QC documentation

Cross-functional leadership

Training & adoption

Data governance

Education

Bachelor’s degree in engineering or related field

Tools

Aconex

Procore

SharePoint

Job description

SM Development Corporation is one of the leading names in Philippine real estate, delivering high-quality, well-planned developments nationwide. Committed to building a nation of homeowners, we seek top-caliber talent ready to make an impact.

Why Build Your Career with Us

You’ll have the opportunity to build your career with a top residential developer. We provide access to continuous training and growth opportunities within a culture built on performance, discipline, and teamwork. Most importantly, you will contribute to high-impact projects that shape communities and create a real legacy.

Your Role, Your Impact

Responsible for the establishment, implementation, and continuous improvement of a centralized Document Management System (DMS) that supports QA/QC operations across all projects. The role ensures that all project-related quality documentation—from design reviews and inspection reports to material submittals and NCRs—are properly controlled, accessible, and aligned with corporate governance and data integrity standards.

Duties and Responsibilities

System Design, Implementation & Maintenance

• Leads the selection or development of a document management platform (in-house or third-party like Aconex, SharePoint, or customized DMS).
• Establishes the DMS architecture, folder structure, naming conventions, user access protocols, and control procedures aligned with QA/QC needs.
• Ensures the system supports proper versioning, traceability, and audit readiness.

Document Control Governance

• Develops and enforces document control procedures covering project QA/QC files including inspection forms, test reports, submittals, RFI/NCR records, QA audit results, and turnover documentation.
• Defines retention policies, document lifecycle rules, and archiving guidelines.
• Ensures compliance with internal standards, external regulatory requirements, and client documentation protocols.

Project Support & Coordination

• Coordinates with project document controllers to ensure proper onboarding and consistent application of DMS protocols.
• Provides guidance and oversight on the timely and accurate submission, review, and approval of QA/QC documents throughout the project lifecycle.
• Interfaces with Engineering, Construction, and Procurement groups to streamline cross-functional document flow.

Training & System Adoption

• Develops user guides, reference manuals, and conducts training sessions for QAQC team members and relevant stakeholders.
• Drives user adoption and promotes accountability in the proper use of the DMS.
• Monitors compliance and provides corrective guidance where gaps in document management discipline are observed.

Continuous Improvement & System Enhancement

• Periodically evaluates the DMS’ performance, user satisfaction, and alignment with evolving business needs.
• Works with IT and the CI team to enhance features, resolve technical issues, and improve data accessibility and reporting.
• Supports integration efforts with other platforms (e.g., Power BI dashboards, mobile QA inspection tools, Aconex, etc.).

Who We’re Looking For

1. Bachelor’s degree in engineering or related field

2. Minimum 7 years of experience in document control or DMS management in construction, engineering, or real estate development.

3. Hands-on experience with construction DMS platforms (e.g., Aconex, Procore, SharePoint, etc.).

4. Deep understanding of construction QA/QC documentation and workflow requirements.

5. Strong organizational and communication skills with high attention to detail.

6. Experience in leading cross-functional system implementations and user training initiatives.

7. Excellent communication and facilitation skills

8. Demonstrated experience in managing cross-functional improvement initiatives

9. Strong analytical thinking, stakeholder management, and communication skills.

10. ISO knowledge is beneficial but not required.

11. With strong leadership, diplomatic and motivational skills including the ability to lead up, across and down multiple business and technology organizations.

12. Strong problem-solving and communication skills; able to translate site-level data into insights for strategic decisions.

13. With excellent leadership, communication (written, oral and presentation/facilitation) and interpersonal skills.

14. Self-motivated, decisive, and with the ability to adapt to change and competing demands.

15. Must be able to support diverse and inclusive work environment.

16. Must be focused, driven and can work under pressure.

17. Must possess strong planning, organizing, and controlling skills, and with effective project management and systems development knowhow and skills.