Document Controller

Surbana Jurong North Asia; Mandaluyong; On-site; PHP 300,000 - 540,000; Full time

Job summary

Surbana Jurong North Asia in Metro Manila seeks a capable Document Controller to manage the firm’s engineering project documents. You will oversee registration, QA/QC compliance, metadata maintenance, and secure access to key document libraries.

The role requires a bachelor's degree, 3+ years in document management, and strong English communication. You will work with cross-functional teams to support compliance reporting and knowledge management initiatives.

Qualifications

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

Responsibilities

• Maintain key project documents and metadata.
• Upload or register documents and ensure QA/QC compliance.
• Retrieve documents and provide access to stakeholders.
• Prepare reports on document registers and compliance.
• Administer Knowledge Portal and other document libraries.
• Coordinate with teams to resolve document-related issues.

Skills

Independent worker

Team collaboration

Strong English communication

Education

Bachelor's/College Degree

Tools

MS Office

SharePoint

Document Control Systems

Job description

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
  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!