Document Controller

Jacob; Mandaluyong; Hybrid; PHP 446,000 - 670,000; Full time

Job summary

Jacobs Solutions Inc. in Mandaluyong, Philippines, is seeking a Document Controller to provide document control and administrative support to local and regional project teams.

The role requires maintaining project documentation, records management, and adherence to Jacobs policies, in a hybrid work environment. You will coordinate document control activities, manage registers, process correspondence and deliverables, and assist with project close-out tasks.

Qualifications

• Bachelor's Degree in Engineering or equivalent.
• At least 5-6 years of relevant experience in Document Control.
• Intermediate experience in Document Management Systems such as Aconex, Procore, ProjectWise, ACC (Autodesk Forma).
• Proficiency in MS Excel is highly preferred.

Responsibilities

• Provide document control and administrative support to local/regional project teams.
• Maintain effective project documentation, records management, and communication processes.
• Process incoming/outgoing project correspondence, transmittals, and deliverables using document management systems.
• Distribute project documentation to internal/external stakeholders.
• Monitor document workflows, status updates, and routine reporting.
• Maintain project document registers and generate reports.
• Assist project managers and controllers with document management activities.
• Coordinate routine document control activities and follow up on outstanding actions.
• Support preparation and distribution of project deliverables and tender documents.
• Assist with records management, archiving, and project close-out activities.

Education

Bachelor's Degree in Engineering or equivalent

Tools

Aconex

Procore

ProjectWise

ACC (Autodesk Forma)

MS Excel

Job description

Mandaluyong City, All PH Regions, Philippines

Hybrid

At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good.

Your impact

When it comes to delivering a brighter, smarter tomorrow, our Integrated Project Delivery Services team is at the heart of the solution. From the pre-construction phase to construction to post-construction, we partner seamlessly with our clients to coordinate and safely and successfully deliver projects and programs.

We are currently looking for a Document Controller who will provide document control and administrative support to local and regional project teams in maintaining effective project documentation, records management, and communication processes in accordance with Jacobs BMS & PDW policies and procedures.

You will also be responsible for achieving the following key service accountabilities:

• Support the implementation of document control procedures and systems for projects executed by Jacobs Philippines or other Jacobs offices.
• Assist in maintaining project filing structures, document registers, records, and databases in accordance with project requirements and Jacobs standards.
• Process incoming and outgoing project correspondence, transmittals, and deliverables through approved document management systems.
• Support the distribution of project documentation to internal and external stakeholders in accordance with project requirements.
• Monitor document review workflows, status updates, and routine reporting requirements.
• Maintain project document registers and generate reports as required by project teams.
• Assist Project Managers, Document Controllers, and Project Controls personnel with document management and project administration activities.
• Coordinate routine document control activities and follow up on outstanding documentation actions.
• Support the preparation, compilation, and distribution of project deliverables, tender documents, and project correspondence.
• Assist with records management, archiving, and project close-out activities in accordance with Jacobs and client requirements.
• Provide support and guidance to project team members on document management system usage and established document control procedures.
• Escalate document control issues, discrepancies, or system concerns to the appropriate personnel when required.

Other service accountabilities include:

• If necessary, support projects with reproduction and courier services.
• Assist project teams with a variety of administrative tasks as assigned.
• Participate in lessons-learnt and knowledge-sharing sessions to collate best practices and improvement opportunities for document management systems and procedures.

Here's what you'll need

• Bachelor's Degree in Engineering or equivalent
• At least 5-6 years of relevant experience in Document Control
• Intermediate experience in Document Management Systems such as Aconex, Procore, ProjectWise, ACC (Autodesk Forma)
• Proficiency in MS Excel is highly preferred

From our inclusive employee networks to our positive mental health champions – we’re committed to driving a culture of caring where you can be you. Joining Jacobs not only connects you locally but globally - and together, our diverse perspectives and unique backgrounds power our collective strength. We collaborate and share! By supporting one another, we all succeed.

With safety and flexibility always top of mind, we’ve gone beyond traditional ways of working so you have the support, means and space to maximize your potential. You’ll uncover flexible working arrangements, benefits and opportunities to do good too – from participating in our global giving and volunteering program, to exploring new and inventive ways to help our clients make the world a better place.

No matter what drives you, you’ll discover how you can cultivate, nurture and achieve your goals – all at a single global company.

We value collaboration and believe that in-person interactions are crucial for both our culture and client delivery. We empower employees with our hybrid working policy, allowing them to split their work week between Jacobs offices/projects and remote locations enabling them to deliver their best work.