Document Controller

Surbana Jurong Group; Mandaluyong; On-site; PHP 335,000 - 558,000; Full time

Job summary

Surbana Jurong Group in the Philippines is seeking a document control specialist to manage project documents, ensure QA/QC, and maintain metadata across systems.

You will upload and register documents, retrieve files, liaise with internal teams, and generate compliance reports for stakeholders.

Requires a Bachelor's degree and at least 3 years in document management; proficiency in MS Office and SharePoint is highly valued.

Qualifications

• Bachelor's/College degree required.
• At least 3 years of solid experience in document management.
• Familiarity with document control systems and processes.
• Excellent software skills (MS Office, SharePoint, Document Control Management Systems).
• Ability to work independently and as part of a team and to prioritize workload to meet deadlines.
• Excellent interpersonal and teamwork skills.
• Desire and willingness to learn and work in a dynamic environment.
• Experience with International Operations or Global Shared Service environment is an advantage.
• Excellent written and oral English language communication skills.
• Experience in an engineering project environment is advantageous.

Responsibilities

• Maintain SMEC’s key business and project documents (contracts, data sheets, project management plans, CVs) by uploading or registering documents.
• Ensure that the document control QA/QC requirements are met.
• Maintain accurate metadata and document attributes on all documents.
• Retrieve and provide documents as needed.
• Maintain access to key business document registers, systems and databases.
• Liaise with SMEC personnel to obtain required documents.
• Prepare reports on document registers and compliance for key stakeholders.
• Provide feedback on missing documents and resolve document control issues.
• Administer libraries: Knowledge Portal, Competency Platform, Project Data Sheet, Contracts Library, Audit Site, and more.

Skills

Independent work

Team collaboration

Time management

English proficiency

Interpersonal skills

Education

Bachelor's 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:
  o Knowledge Management
  o Competency Platform
  o Contracts
  o PDS
  o Audits
  o Employee CVs
• Act as the administrator of the following libraries:
  o Knowledge Portal
  o Competency Platform
  o Project Data Sheet
• Act as the administrator of the following libraries:
  o Knowledge Portal
  o Competency Platform
  o Project Data Sheet
  o Contracts Library
  o Audit Site
  o Opportunity and Project Workspaces
  o 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!