Document Controller

INGCOPH Traders Inc.; Caloocan; Presencial; PHP 180.000 - 240.000; Jornada completa

Descripción de la vacante

INGCOPH Traders Inc. is seeking a diligent Document Controller in Metro Manila to organize, file, and safeguard company records, ensuring accuracy and easy retrieval.

You will maintain document trackers, verify completeness, coordinate with departments, and ensure access is limited to authorized personnel while supporting reporting needs. Fresh graduates with internship experience may be considered.

Formación

• Graduate of any four-year college course, preferably in Business Administration, Office Administration, or a related field.
• At least 1 year of experience in document control, records management, or administrative work is an advantage.
• Fresh graduates with relevant internship or administrative experience may also be considered.
• Proficient in Microsoft Office applications, particularly Excel and Word.
• Knowledgeable in document filing, record keeping, scanning, and digital file management.
• Strong attention to detail and organizational skills.
• Good communication and coordination skills.
• Ability to handle multiple documents and tasks while meeting deadlines.
• Trustworthy and capable of handling confidential information.

Responsabilidades

• Receive, review, organize, and maintain physical and electronic documents, ensuring accuracy and completeness.
• Ensure proper filing, labeling, scanning, and archiving of company documents for easy retrieval.
• Monitor and track incoming and outgoing documents, ensuring timely processing and distribution.
• Maintain an updated document monitoring system or tracker to monitor document status and ensure proper documentation.
• Verify documents for completeness, accuracy, and compliance with company requirements before submission or approval.
• Coordinate with different departments regarding document requests, submissions, revisions, and follow-ups.
• Ensure that the latest versions of documents are properly maintained and outdated or obsolete copies are removed from active files.
• Prepare, reproduce, scan, and distribute documents as required by the department.
• Safeguard confidential company records and ensure that documents are accessible only to authorized personnel.
• Assist in preparing reports, summaries, and documentation records when needed.

Conocimientos

Attention to detail

Organizational skills

Communication skills

Multitasking

Educación

Bachelor's degree in Business Administration or Office Administration

Herramientas

Microsoft Word

Microsoft Excel

Document management systems

Descripción del empleo

About the role

The Document Controller is responsible for managing, organizing, maintaining, and monitoring company documents and records to ensure accuracy, completeness, proper filing, and easy retrieval. The role ensures that all documents are properly documented, updated, distributed, and stored in accordance with company policies and procedures.

Key responsibilities

• Receive, review, organize, and maintain physical and electronic documents, ensuring accuracy and completeness.

• Ensure proper filing, labeling, scanning, and archiving of company documents for easy retrieval.

• Monitor and track incoming and outgoing documents, ensuring timely processing and distribution.

• Maintain an updated document monitoring system or tracker to monitor document status and ensure proper documentation.

• Verify documents for completeness, accuracy, and compliance with company requirements before submission or approval.

• Coordinate with different departments regarding document requests, submissions, revisions, and follow-ups.

• Ensure that the latest versions of documents are properly maintained and outdated or obsolete copies are removed from active files.

• Prepare, reproduce, scan, and distribute documents as required by the department.

• Safeguard confidential company records and ensure that documents are accessible only to authorized personnel.

• Assist in preparing reports, summaries, and documentation records when needed.

About you

• Graduate of any four-year college course, preferably in Business Administration, Office Administration, or a related field.

• At least 1 year of experience in document control, records management, or administrative work is an advantage.

• Fresh graduates with relevant internship or administrative experience may also be considered.

• Proficient in Microsoft Office applications, particularly Excel and Word.

• Knowledgeable in document filing, record keeping, scanning, and digital file management.

• Strong attention to detail and organizational skills.

• Good communication and coordination skills.

• Ability to handle multiple documents and tasks while meeting deadlines.

• Trustworthy and capable of handling confidential information.