Document Controller

surbanajurong; Mandaluyong; On-site; PHP 360,000 - 600,000; Full time

Job summary

Surbana Jurong in the Philippines is seeking a Document Control Specialist to manage and safeguard project documents across contracts, data sheets, and management plans. You will upload, register, and ensure QA/QC compliance, maintain metadata, and provide timely document retrieval to project teams.

Ideal candidates have at least 3 years in document management, strong MS Office and SharePoint skills, and the ability to work independently within a team.

Qualifications

• Bachelor's degree or higher is required.
• At least 3 years of solid experience in document management.
• Familiarity with document control systems and processes.

Responsibilities

• Maintain SMEC's key documents (contracts, data sheets, PM plans, CVs) and register them with accurate metadata.
• Upload or register documents provided by users and ensure QA/QC compliance.
• Retrieve documents as needed and provide reports on registers and compliance for stakeholders.

Skills

Excellent interpersonal skills

Teamwork

English communication

Independent worker

Time management

Education

Bachelor's/College Degree

Tools

MS Office

SharePoint

Document Control Systems

Job description

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!