Document Controller

SJ Group; Mandaluyong; On-site; PHP 520,000 - 750,000; Full time

Job summary

Surbana Jurong is seeking a document control professional to maintain key contracts, project data sheets, CVs, and related documents. You will upload and register documents, ensure QA/QC compliance, and maintain metadata across systems.

The role requires strong MS Office and SharePoint skills, plus 3+ years in document management. You will collaborate with multiple teams to resolve issues and improve processes, ensuring timely access to critical records.

Qualifications

• Bachelor's/College Degree required.
• At least 3 years in a document management role.
• Familiar with document control systems and processes.
• Excellent MS Office, SharePoint and document management software skills.
• Strong written and oral English communication.

Responsibilities

• Maintain SMEC/SJ key business and project documents with proper QA/QC.
• Register or upload documents and ensure metadata accuracy.
• Retrieve and provide documents as needed to stakeholders.
• Maintain access to document registers and databases.
• Liaise with internal teams to obtain required documents and improve processes.
• Prepare reports on document registers and compliance for stakeholders.

Skills

Document management

Teamwork

English communication

Independent work

Education

Bachelor's degree

Tools

MS Office

SharePoint

Document Control Systems

Job description

• Maintain SMEC’s key business and project documents such as, but not limited to, contracts, contract variations, project data sheets, project management plans, employee CVs, etc. by:
• Uploading or registering documents provided by users;
• Ensuring that the document control QA/QC requirements are met;
• Maintenance of accurate metadata and document attributes on all documents;
• Retrieval and provision of documents as needed;
• Maintaining access to key business document registers, systems and databases;
• Liaise and communicate with SMEC personnel to obtain required documents;
• Prepare reporting and analysis on document registers and compliance for key stakeholders, such as:
• SMEC Project Document Compliance Report
• SJ PDS Compliance Report
• PM Competency Report
• ANZ Audit Report Summary
• Provide feedback to business unit managers and individual users on missing and required documents.
• Facilitate resolution of document control related issues and requests in a timely manner, including but not limited to:
• Knowledge Management
• Competency Platform
• Contracts
• PDS
• Audits
• Employee CVs
• Act as the administrator of the following libraries:
• Knowledge Portal
• Competency Platform
• Project Data Sheet
• Contracts Library
• Audit Site
• Opportunity and Project Workspaces
• Other central document libraries
• Liaise with internal team members or other functional groups to address unresolved issues.
• Identify and suggest possible improvements on internal processes.
• Other tasks related to SMEC’s document registers and document compliance processes as required.

Key Responsibilities

• Maintain SMEC’s key business and project documents such as, but not limited to, contracts, contract variations, project data sheets, project management plans, employee CVs, etc. by:
• Uploading or registering documents provided by users;
• Ensuring that the document control QA/QC requirements are met;
• Maintenance of accurate metadata and document attributes on all documents;
• Retrieval and provision of documents as needed;
• Maintaining access to key business document registers, systems and databases;
• Liaise and communicate with SMEC personnel to obtain required documents;
• Prepare reporting and analysis on document registers and compliance for key stakeholders, such as:
• SMEC Project Document Compliance Report
• SJ PDS Compliance Report
• PM Competency Report
• ANZ Audit Report Summary
• Provide feedback to business unit managers and individual users on missing and required documents.
• Facilitate resolution of document control related issues and requests in a timely manner, including but not limited to:
• Knowledge Management
• Competency Platform
• Contracts
• PDS
• Audits
• Employee CVs
• Act as the administrator of the following libraries:
• Knowledge Portal
• Competency Platform
• Project Data Sheet
• Contracts Library
• Audit Site
• Opportunity and Project Workspaces
• Other central document libraries
• Liaise with internal team members or other functional groups to address unresolved issues.
• Identify and suggest possible improvements on internal processes.
• Other tasks related to SMEC’s document registers and document compliance processes as required.

Key Qualifications, Knowledge, Skills And Experience

• Candidate must possess at least a Bachelor's/College Degree.
• With at least 3 years solid working experience in document management role.
• Able to demonstrate familiarity with document control systems and processes
• Excellent software skills (MS Office, SharePoint, Document Control Management Systems)
• Proven ability to work independently and as a team member and to prioritize own workload to meet tight deadlines
• Excellent interpersonal and teamwork skills
• Desire and willingness to learn and work in a dynamic environment
• Experience with International Operations or a Global Shared Service environment a distinct advantage
• Excellent written and oral English language communication skills
• Experience in an engineering project environment is advantageous

At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!