Document Control Officer

Private Advertiser; Quezon City; On-site; PHP 360,000 - 480,000; Full time

Job summary

Private Advertiser in Manila is seeking a detail-oriented Document Control Specialist to ensure quality, accuracy and integrity of all records related to ISO QMS, FSC‑COC and SMETA compliance. The role focuses on maintaining and updating SOPs, procedures and policies across the organization.

The successful candidate will support audits, manage corrective and preventive actions, and coordinate with process owners, clients and auditors while ensuring timely, compliant documentation.

Qualifications

• Knowledgeable in ISO Standards
• FSC-COC Standards
• Risk Assessment and CAPA Management
• Proven work experience in documentation

Responsibilities

• Management and maintenance of documents for ISO QMS 9001:2015, FSC‑COC and SMETA 4 pillars compliance
• Completion and submission of RFI for accreditation and Self-assessment questionnaires
• Management of Corrective & Preventive Action Reports internal and external
• In-charge and coordination with Process Owner during client and 3rd party audits
• Recordkeeping/filing of government licenses and permits
• Perform administrative functions as directed by higher management

Skills

Business correspondence

MS Office

Education

Graduate of any 4year course

Tools

Computer

Phone

Printer

Job description

Job Summary :

Ensures the quality, accuracy and integrity of all documents especially those pertaining to QMS, and any other document updating related to the S.O.P’s of the Organization.

Key Responsibilities/Accountabilities :

1. Management and maintenance of the documents for ISO Quality Management System (QMS) 9001:2015, FOREST STEWARDCOUNCIL(FSC)– CHAIN OFCUSTODY(COC)andSMETA4pillarscomplianceandother Procedural Documents

2. Completion and submission of RFI for accreditation/s and Self‐assessment questionnaire/s from Clients

3. Management of Corrective & Preventive Action Reports internal and external

4. In‐charge and coordination with Process Owner during Client and 3rd Party Audit

5. Record keeping/filing of Government Licenses and Permits

6. Performs the necessary administrative functions as directive by the higher management.

Scope of Responsibility/Accountability:

1. Management and maintenance of the documents for ISO Quality Management System (QMS) 9001:2015, FOREST STEWARD COUNCIL (FSC)– CHAIN OF CUSTODY (COC) and SMETA 4 pillars compliance and other Procedural Documents

1.1 Responsible for the management and positioning of all the Quality Manuals, (Procedures, Work Instructions, Guidelines and Quality Policy Manual) for all types of compliances

1.2 Monitors and updates document/s for revision as needed or 1 month before the due date of the agreed expiration. Maintains a Master list of quality documents and records.

1.3 Outline and creates new forms, draft procedure/s, guideline/s & work instruction/s as needed.

1.4 Coordinates with the Consultants regarding any updates in regards with the standards to be implemented and any other requirements in complying to any quality system certificate the company is maintaining.

1.5 Preparation and distribution of the monthly Key Performance Report per Department

1.6 Attends and assists the Client, 3rd Party Auditor and the consultant during client, certification/surveillance and internal audits. Coordinates with all the stake holders regarding the Audit Plan. Prepares and ensures completeness and compliance of all documents that may be required.

1.7 Attends and assists during Client’s Audit. Ensures completeness, accuracy and compliance of all records that might be a requisite during the conduction of the audit. This includes preparation of three (3) Job Orders for trailing and sampling.

1.8 Responsible in preparation of the annual Management Review as required by the Quality Management System.

1.9 In‐charge of maintaining the portal of SMETA as to development, updating and ensure that fees are paid

2. Completion and submission of RFI for accreditation/s and Self‐assessment questionnaire/s from Clients

2.1 Fill‐up necessary information required from the RFI form sent by Client 2.2 Request approval of release for corporate documents that are required for the accreditation

2.3 Assures that all corporate documents submitted as requirements for accreditation are updated and/or not expired

2.4 Affixing uncontrolled stamped on all the corporate documents to be submitted for the accreditation 2.5 Forwarding completed RFI, CNDA, etc. and its attachment to the AE for submission to Client

2.6 Answering necessary information required from the Self‐assessment questionnaire sent by Client

2.7 Select appropriate document/procedure/guideline/work instruction, etc. that may be necessary as proof of compliance to the corresponding question

3. Management of Corrective & Preventive Action Reports internal and external

3.1 Encoding of all CPARS and preparation of Summary per Department

3.2 Preparation of summary of Number and Cost of errors per Department. Includes summary of Number and cost of Client Rejections and Supplier Errors.

3.3 Investigation and analysis of responses by parties involved in the CPAR, includes preparation of report and self‐assessment and report to the management for approval.

3.4 Preparation of CAPA plan for all non‑conformities raised during audits, (Internal Audit, Client Audit, & 3rd party Audit), include formulation of new forms or new documents if needed

3.5 Preparation of CAPA plan for all jobs with rejections as required by the Client, to be forwarded to AE for submission to Client

3.6 Issuance of CPAR and forwarding of answered CPAR to the HR Officer for Human Errors and to the Vice President or the approval of Situational Error, includes attaching all necessary reports and other attachment to be use as additional proof for investigation

3.7 Submission of weekly summary of status of on‑going CPARS to the Vice‑president and Corporate Secretary

4. In‑charge and coordination with Process Owner during Client and 3rd Party Audit

4.1 Request audit plan before the audit to the AE if Client audit, 3rd party Auditor for Certification and/or Surveillance Audit and to the Consultant for Internal Audit

4.2 Coordinate with the process owner for their given schedule, adjust and coordinate with the auditor if change on schedule is necessary

4.3 Finalize audit plan of Internal Audit and coordinate it with the Consultant

4.4 Call the attention of the corresponding Department head if needed during verification of standard and interview regarding the process with the Auditor.

5. Recordkeeping/filing of Government Licenses and Permits

5.1 Filing of soft/scanned, electronic file and hard copy of government licenses, permits, and/or certificate

5.2 Release of requested corporate documents indicated on the release of corporate and non‑corporate document

5.3 Affixing uncontrolled stamped on all the corporate documents requested 5.4 Monitor expiration date and makes sure filed government licenses, permits, and/or certificate Are up‑to‑date or not expired

6. Performs the necessary administrative functions as directive by the higher management.

6.1 Preparation/creation of reports and documents as that are required as necessary

6.2 Adhere to all company SOP

Persons/ Positions in close coordination with

1. Vice‑President

2. Department Managers

3. Department Supervisor

4. Quality Control Supervisor

5. Consultants

6. Account Executive

Equipment and Tools Frequently Used

1. Computer

2. Phone

3. Printer Competency

Requirements:

1. Educational Background and Experience

1.1 Graduate of any 4year course

1.2 Proven work experience in documentation

2. Required Knowledge

2.1 Knowledgeable in the ISO Standards

2.2 Knowledge on FSC‑COC Standards

2.3 Knowledge on Risk Assessment and CAPA Management

3. Required Skills & Abilities

3.1 Knowledge on creation of Business correspondence and Legal Documents

3.2 Knowledge on MSOffice Application

Key Result Areas:

1. Attention to details

2. Initiative

3. Self‑Management

4. Decision‑Making

5. Analyzing

6. Team Building

7. Accuracy

8. Urgency

9. Quality Focus

10. ManagementSkill