Document Controller

Integrated Office Solutions Inc.; Muntinlupa; On-site; PHP 300,000 - 420,000; Full time

Benefits offered by this job

Competitive salary

Career growth

Work-life balance

Collaborative environment

Job summary

Integrated OS is seeking a dedicated Document Controller to manage project, design, and organizational documents, ensuring accuracy, accessibility, and compliance with internal and external standards. You will collaborate with multiple teams to maintain efficient document workflows.

This role covers document control & management, compliance & QA, coordination with partners, data entry and tracking, troubleshooting, and continuous improvement.

Responsibilities

• Oversee handling, storage, and security of electronic and hard-copy documents.
• Implement and maintain a structured document control system with version control and proper labeling.
• Manage uploading, updating, and retrieval of documents on document control software (e.g., Smartsheets, Dropbox).
• Ensure documents comply with company policies, regulatory standards, and industry best practices.
• Conduct regular audits to maintain quality and compliance; prepare document packages for audits and submissions.
• Distribute documents to relevant teams and external partners per project schedules; coordinate with departments to ensure document integrity.

Job description

Unleash Your Talents with Us!

Hi there, our future Office Administrator! Happy to see YOU here.

Here at Integrated OS, you'll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations!

What you'll do:

As a Document Controller, you will be responsible for the systematic control, management, and distribution of project, design, and organizational documents. This position ensures that all project documentation is accurate, accessible, up to date, and compliant with both internal and external standards. The Document Controller works closely with various teams and departments to maintain efficient document workflows and provide essential document-related support to project teams and stakeholders.

Key responsibilities for this role include:

The Document Controller will be assessed annually based on outstanding performance in the following areas:

1. Document Control & Management

• Oversee the handling, storage, and security of electronic and hard-copy documents.
• Implement and maintain a structured document control system, ensuring version control and proper labelling.
• Manage the uploading, updating, and retrieval of documents on document control software (e.g., Smartsheets, Dropbox).

2. Compliance & Quality Assurance

• Ensure all documents comply with company policies, regulatory standards, and industry best practices.
• Conduct regular audits to maintain quality and compliance, ensuring accuracy and completeness.
• Prepare document packages for audits, inspections, and submissions.

3. Coordination & Collaboration

• Distribute documents to relevant teams and external partners as per project schedules and requirements.
• Act as the central point of contact for document-related inquiries and coordinate with various departments to ensure document integrity.
• Facilitate training on document control systems and protocols as required.

4. Data Entry & Tracking

• Maintain comprehensive logs for document tracking, including document history, revisions, and approvals.
• Regularly update document statuses, track outstanding documents, and follow up with relevant stakeholders.

5. Support & Troubleshooting

• Assist team members in locating, retrieving, and using documents.
• Resolve document-related issues, such as missing files or version discrepancies, promptly and accurately.
• Provide ongoing support in maintaining document management software and troubleshoot basic issues.

6. Continuous Improvement

• Develop and implement a document management system in line with industry development and requirements.

Work Arrangements:

• Schedule: 6:00 AM - 3:00 PM PHT
• Work Setup: Work On-Site
• Office Location: Parkway Corporate Center, Alabang, Muntinlupa City

What's in it for YOU?

At Integrated OS, we create career opportunities where you can thrive, grow, and make an impact.

• Competitive Salary & Benefits: Be rewarded for your expertise and dedication.
• Career Growth & Development: Work alongside international clients and gain valuable experience.
• Work-Life Balance: Our innovative activities, open communication channels, and commitment to inclusivity make every day exciting and rewarding!
• Collaborative & Supportive Environment: Be part of a passionate team that values innovation and teamwork.