Document Controller | Engineering Projects | AU Client | ONSITE/IN-OFFICE

Staff Domain Inc; Metro Manila; On-site; PHP 201,000 - 357,000; Full time

Job summary

Truflo Pumping Systems is seeking a meticulous Document Controller for onsite roles across Ortigas, Alabang, Pampanga or Cebu. The ideal candidate will coordinate, collect and file critical documentation, working closely with mine sites, suppliers and internal teams to keep records accurate and up to date.

You will maintain document registers, track expiry dates, support onboarding and compliance, and assist with audits while preserving confidentiality and consistent naming conventions.

Qualifications

• Previous experience in document control or administration is desirable.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and tasks to completion.
• Strong written and verbal communication skills.
• Proficient in MS Word, Excel and Outlook; comfortable with electronic filing systems.
• Experience with mining, manufacturing, or supplier documentation is advantageous.

Responsibilities

• Coordinate, collect, maintain and file important company documentation.
• Communicate with mine sites, customers and suppliers to obtain required documents.
• Follow up on outstanding, incomplete or expired documents promptly.
• Review documents for completeness and proper authorization.
• Maintain document registers and electronic filing systems.
• Assist with onboarding and compliance documentation.
• Support audits and ensure confidentiality of information.
• Identify opportunities to improve document-control workflows.
• Complete other reasonable administrative duties as required.

Skills

Document control

Organisational skills

Time management

Communication skills

MS Word

Excel

Outlook

Attention to detail

Independent work

Tools

Microsoft Word

Excel

Outlook

Electronic filing systems

Job description

Set-up and Location: ONSITE | Ortigas, Alabang, Pampanga, or Cebu

Work Schedule: 7:00AM to 4:00PM (AEST) | 5:00AM to 2:00PM (PH)

Employment Type: Full-time

Ready to do work that actually excites you?

The Document Controller is responsible for coordinating, collecting, maintaining and filing important company documentation.

This position works closely with mine sites, suppliers, customers and internal team members to ensure all required documentation is received, accurate, current and stored in a clear and consistent manner.

This is an important position within Truflo Pumping Systems. A high level of attention to detail, organisation and follow-up is essential to ensure documentation is complete, easily accessible and meets company, customer and compliance requirements.

What You'll Do:

You'll be the kind of person who:

• Communicate with mine sites, customers, suppliers and internal team members to obtain required documentation.
• Follow up outstanding, incomplete or expired documents in a timely and professional manner.
• Review documents to ensure they are complete, accurate and appropriately authorised.
• File and maintain documents using clear and consistent naming conventions and folder structures.
• Ensure current versions of documents are available and outdated documents are archived appropriately.
• Maintain document registers, spreadsheets, databases and electronic filing systems.
• Monitor document expiry dates and arrange updates or renewals before documents expire.
• Distribute approved documents to relevant team members and external stakeholders when required.
• Assist with customer and mine-site onboarding, prequalification and compliance documentation.
• Support the preparation and submission of supplier, customer, project and site documentation.
• Maintain the confidentiality of company, employee, customer and supplier information.
• Identify missing information, inconsistencies or potential compliance issues and elevate these when required.
• Assist team members with locating documents and understanding document-control requirements.
• Support audits and reviews by providing accurate and up-to-date records.
• Identify opportunities to improve document-control processes and filing systems.
• Complete other reasonable administrative duties as required.

Key Stakeholder Relationships

Internal stakeholders:

• Operations and Production teams
• Sales and Business Development
• Parts, Procurement and Supply Chain
• People and Culture
• Finance and Administration
• Managers and team leaders

External stakeholders:

• Mine-site representatives
• Customers
• Suppliers and contractors
• Compliance and prequalification providers

What You Bring:

We're looking for someone who:

• Previous experience in document control, administration, compliance or a similar role is desirable.
• Strong organisational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and follow tasks through to completion.
• Confident and professional written and verbal communication skills.
• Strong computer skills, including Microsoft Word, Excel, Outlook and electronic filing systems.
• Ability to work independently and collaborate with different teams.
• Ability to handle confidential and commercially sensitive information appropriately.
• Experience working with mining, manufacturing, engineering or supplier documentation would be an advantage.

Personal Attributes

The successful person will be:

• Highly organised and methodical.
• Accurate and detail-focused.
• Proactive and comfortable following up others.
• Reliable and accountable.
• Professional and confident when communicating with stakeholders.
• Able to maintain clear and consistent records.
• Capable of managing competing priorities and deadlines.
• Committed to confidentiality and document integrity

Why You'll Love Working Here

• HMO, Dental, and Life Insurance for you and one free dependent from day one (with the option to enroll additional dependents)
• Paid Leaves: Birthday, Vacation, Medical, and Maternity (up to 6 Vacation Leaves are convertible to cash on your anniversary)
• Employee Engagement Activities: Year-End Party, Family Day, Team Building, and more!

Let's Talk