Document Controller and Contract Specialist

11-16 Construction Corporation; Apalit; On-site; PHP 279,000 - 502,000; Full time

Job summary

11-16 Construction Corporation is seeking a responsible Document Controller and Contract Specialist to join our on-site team in Pampanga. The role focuses on project document control, archiving, contract preparation, and administration to ensure timely and compliant project delivery.

You will maintain centralized contract registers, verify information against purchase requests and invoices, and coordinate with multiple departments for approvals.

Qualifications

• Bachelor's degree in Legal Management, Business Administration, Management, Construction Management, Industrial Engineering, or a related field
• 2–4 years of relevant experience in document control, contract administration, records management, procurement support, or construction administration
• Experience in construction companies/engineering firms and supplier/subcontractor agreements is desirable
• Fresh graduates with strong organizational skills may be considered for junior roles
• Proficient in Microsoft Office and familiar with PDF management tools
• Knowledge of digital filing systems, document registers, tracking logs, and status reporting
• ERP/system experience is an advantage
• Ability to work independently and coordinate with multiple departments
• Willing to work on-site

Responsibilities

• Document control, archiving, and reporting on project docs
• Create project turnover packages and verify completeness
• Submit periodic reports to the COO on documentation status
• Maintain centralized contracts register and archiving of executed contracts
• Coordinate with departments for document reviews and approvals

Skills

Organizational skills

Detail-oriented

Communication across departments

Independent work

Education

Bachelor's degree in Legal Management / related field

Tools

Microsoft Office (Excel, Word)

PDF document management tools

ERP systems

Document management systems

Job description

About the role

We are looking for a responsible, organized, and detail-oriented individual to join our team as a Document Controller and Contract Specialist.

Key Responsibilities

PROJECT DOCUMENT CONTROL AND ARCHIVING

Project Turnover and Completeness Verification

• Post-Project Document Safekeeping
• Digital Archiving and Physical Records Management
• Reporting and Compliance
• Submit periodic reports to the COO on project documentation status, pending submissions, incomplete turnovers, and archival compliance.

CONTRACT PREPARATION AND ADMINISTRATION

Contract Preparation

• Initiate contract preparation upon receipt of the required procurement recommendation, approved scope of work, commercial terms, and supporting documents.

Verification of Contract Information

• Review the accuracy and completeness of information to be incorporated into the contract
• Cross-check contract details against approved purchase requests, quotations, bid evaluations, purchase orders, scope sheets, and other relevant records

Contract Review and Approval Routing

• Coordinate the proper turnover of executed contracts to the relevant departments and ensure that official copies are archived.
• Maintain a centralized register of supplier and subcontractor contracts, including draft, under-review, approved, signed, and pending statuses.
  

About you

• Bachelor's degree in Legal Management, Business Administration, Management, Construction Management, Industrial Engineering, or a related field
• Preferably 2–4 years of relevant experience in document control, contract administration, records management, procurement support, or construction administration
• Experience in a construction company, engineering firm, infrastructure project, or an organization handling supplier and subcontractor agreements is highly desirable
• Fresh graduates with strong organizational skills, integrity, and relevant internship experience may be considered for a junior-level appointment
• Proficient in Microsoft Office, particularly Excel and Word, and familiar with PDF document management tools
• Knowledge of digital filing systems, document registers, tracking logs, and status reporting
• Experience with document management systems, shared drives, or enterprise resource planning (ERP) systems is an advantage
• Ability to work independently and coordinate effectively with multiple departments
• Willing to work on-site