Document Controller

MEATPLUS TRADING CORP.; Navotas; On-site; PHP 201,000 - 357,000; Full time

Job summary

A leading trading company in Metro Manila is looking for a Document Management Specialist to oversee the flow of documents within the organization. The role involves ensuring compliance, maintaining document control systems, and training staff members on best practices. Candidates should have strong organizational skills, attention to detail, and experience in document management software. Competitive salary and opportunities for growth are available.

Qualifications

• Strong organizational skills to manage multiple tasks in a fast-paced environment.
• Keen attention to detail ensuring accuracy and quality standards.
• Excellent communication skills for effective collaboration across all levels.
• Proficiency in document management software and tools.
• Strong analytical skills for problem-solving in document management.
• Discretion in handling sensitive information.
• Ability to work independently and in a team across departments.
• Previous experience in document control or records management preferred.

Responsibilities

• Manage the flow of documents ensuring proper distribution and archiving.
• Implement and maintain document control systems for efficiency.
• Review documents for accuracy and compliance.
• Coordinate distribution of documents to stakeholders.
• Maintain accurate records of all documents.
• Facilitate retrieval of documents for audits or references.
• Implement measures to safeguard confidential information.
• Provide training on document management procedures.
• Participate in quality assurance activities for compliance.

Skills

Organizational Skills

Attention to Detail

Communication Skills

Technical Proficiency

Analytical Skills

Discretion

Teamwork

Experience in doc control

Education

Experience in document control or records management

Tools

Microsoft SharePoint

Documentum

Microsoft Office (Word, Excel, PowerPoint)

Job description

• Document Management: Manage the flow of documents within an organization, ensuring proper distribution, storage, retrieval, and archiving of electronic and physical records.
• Document Control System: Implement and maintain document control systems and procedures to facilitate efficient document management processes, including version control, access permissions, and document numbering.
• Documentation Review: Review documents for accuracy, completeness, and compliance with organizational standards, project requirements, and regulatory guidelines before distribution or filing.
• Document Distribution: Coordinate the distribution of documents to relevant stakeholders, both internally and externally, ensuring timely delivery and receipt confirmation as needed.
• Record Keeping: Maintain accurate and up-to-date records of all documents, including incoming and outgoing correspondence, revisions, approvals, and other pertinent information, using document management software or databases.
• Document Retrieval: Facilitate the retrieval of documents as requested by authorized personnel, ensuring quick and efficient access to relevant information when needed for reference, audits, or other purposes.
• Document Security: Implement measures to safeguard confidential or sensitive information, including encryption, password protection, and restricted access controls, in accordance with data protection regulations and organizational policies.
• Training and Support: Provide training and support to staff members on document management procedures, software tools, and best practices to ensure adherence to established protocols and standards.
• Quality Assurance: Participate in quality assurance activities, such as document audits and compliance checks, to verify the accuracy, integrity, and compliance of documents with relevant requirements.

Qualifications

• Organizational Skills: Strong organizational skills with the ability to manage multiple tasks simultaneously, prioritize workload effectively, and meet deadlines in a fast-paced environment.
• Attention to Detail: Keen attention to detail and accuracy in reviewing and managing documents, ensuring consistency, completeness, and adherence to quality standards.
• Communication Skills: Excellent written and verbal communication skills, with the ability to effectively communicate with stakeholders at all levels of the organization and facilitate collaboration and information sharing.
• Technical Proficiency: Proficiency in document management software and tools, such as Microsoft SharePoint, Documentum, or similar systems, as well as proficiency in Microsoft Office applications (Word, Excel, PowerPoint, etc.).
• Analytical Skills: Strong analytical and problem-solving skills, with the ability to identify issues, analyze root causes, and implement effective solutions to improve document management processes.
• Discretion: Discretion and confidentiality in handling sensitive information and documents, with a commitment to maintaining data security and privacy.
• Teamwork: Ability to work effectively both independently and as part of a team, collaborating with colleagues across departments or project teams to achieve common goals and objectives.
• Experience: Previous experience in document control, records management, or a related field is typically preferred, with demonstrated proficiency in document management practices and procedures.