Document Controller

MSpectrum Inc.; Pasig; On-site; PHP 240,000 - 360,000; Full time

Job summary

MSpectrum Inc. is seeking a detail-oriented Document Controller to centralize management and governance of Asset Management records.

You will oversee receipt, classification, version control, distribution, archival, and retrieval of contracts, drawings, permits, and other asset documents. You will coordinate with Asset Management, Engineering, O&M, and project teams across multiple sites, ensure compliance with standards, and maintain accurate, readily retrievable records while supporting audits

Qualifications

• Bachelor's degree in a related field as specified in the job posting.
• 1–2 years of document control experience or related role.
• Strong attention to detail and accuracy.

Responsibilities

• Maintain centralized document repository for Asset Management.
• Control revision, review, approval, and release of documents.
• Manage asset-related documentation including engineering drawings and manuals.
• Establish and maintain document numbering, naming, and filing standards.
• Ensure proper distribution and accessibility of controlled documents to stakeholders.
• Track submissions, deadlines, and document status; coordinate with responsible personnel.
• Maintain historical records and asset documentation throughout the lifecycle.
• Coordinate with various teams to obtain and update required documentation.
• Support audits, compliance, client, and regulatory requirements.

Skills

Attention to detail

Organizational skills

Communication skills

Multitasking

Confidentiality

Education

Bachelor's degree in Business Administration or related field

Job description

About the role

The Document Controller will serve as the central point for document management and governance, covering the controlled receipt, classification, version control, distribution, archival, retrieval, and monitoring of Asset Management records. This includes documents such as contracts and PPA records, commissioning and as-built documents, Job Travel Authorization, Work Orders O&M records, preventive maintenance reports, inspection reports, permits and certificates, equipment documentation, warranties, service reports, technical correspondence, and other asset records.

Key responsibilities

• Maintain and administer the centralized document repository for C&I and Residential Asset Management
• Control the revision, review, approval, and release of controlled documents, ensuring that only the latest approved versions are available for use
• Manage and maintain asset-related documentation, including engineering drawings, as-built drawings, equipment manuals, O&M reports, inspection reports, test results, contracts, warranties, permits, certificates, and other technical records
• Establish and maintain consistent document numbering, naming, classification, and filing standards across the Asset Management portfolio
• Ensure proper distribution and accessibility of controlled documents to relevant stakeholders while preventing the use of obsolete or unauthorized documents
• Track document submissions, review/approval deadlines, outstanding documents, and document status, and coordinate with responsible personnel for timely completion
• Maintain historical records and asset documentation throughout the asset lifecycle, ensuring that records are properly archived and readily retrievable when required
• Coordinate with Asset Management, Engineering, O&M, Project, contractors, suppliers, and other stakeholders to obtain, update, and complete required documentation
• Support internal and external audit, compliance, client, and regulatory requirements by ensuring that required records are properly maintained and readily available
• Maintain and update the Asset Management portfolio database, ensuring that site, asset, capacity, equipment, contractual, operational, and other relevant portfolio details are accurate and current

About you

• Bachelor's degree in Business Administration, Information Management, Engineering, Office Administration, or a related field
• A technical/vocational background may be considered if supported by relevant document-control experience
• At least 1–2 years experience in document control, records management, project administration, or a similar role
• High attention to detail and accuracy
• Strong organizational and records-management skills
• Good follow-up and coordination skills
• Ability to manage multiple sites, projects, and stakeholders simultaneously
• Good written and verbal communication skills
• Ability to maintain confidentiality and control access to sensitive documents
• Strong discipline in following established procedures and document control standards