Document Controller for Bidding Department

NEWBIG FOUR J CONSTRUCTION INC.; Las Piñas; On-site; PHP 240,000 - 360,000; Full time

Job summary

NEWBIG FOUR J CONSTRUCTION INC. in Las Piñas City, Metro Manila, seeks a Detail-oriented Document Controller for the Bidding Department. This full-time role manages, organises, and controls all bid-related documents to ensure accuracy, accessibility, and regulatory compliance.

You will log, index, classify, distribute, and track bid documents across departments, while maintaining secure storage and version control to support successful contracts and projects.

Qualifications

• Proven experience in document control, records management or administrative support roles.
• Strong organisational and filing skills with meticulous attention to detail.
• Proficiency in document management systems and database software.
• Excellent written and verbal communication skills.
• Ability to manage multiple documents and prioritise tasks effectively.

Responsibilities

• Maintain accurate and organised filing systems for bidding documentation.
• Receive, log, index and classify all bid-related documents.
• Prepare and distribute bid documents to relevant departments.
• Ensure all documents are stored securely and retrievable.
• Track submission deadlines and document reviews.
• Maintain document version control for current information.
• Create and maintain records and databases for bidding activities.

Skills

Document control

Records management

Administrative support

Microsoft Office

Communication skills

Organisational skills

Education

High school diploma or equivalent

Tools

Document management system

Database software

Job description

About the role

We are seeking a Detail-oriented and organised Document Controller for Bidding Department to join NEWBIG FOUR J CONSTRUCTION INC. in Las Piñas City, Metro Manila. This is a full-time position that plays a crucial role in managing, organising and controlling all documentation processes within our Bidding Department. As Document Controller, you will ensure that all bid-related documents, submissions and records are accurately maintained, readily accessible and compliant with company standards and regulatory requirements. This role is essential to maintaining the integrity of our bidding processes and supporting the company's success in securing new contracts and projects.

Key responsibilities

• Maintain accurate and organised filing systems for all bidding documentation, including proposals, quotations, specifications and tender documents

• Receive, log, index and classify all incoming and outgoing bid-related documents according to established procedures and standards

• Prepare and distribute bid documents to relevant departments and stakeholders in a timely manner

• Ensure all documents are stored securely and are easily retrievable when required

• Track and monitor the status of all bidding documents, including submission deadlines and document reviews

• Maintain document version control to ensure the most current and accurate information is being used

• Create and maintain comprehensive records and databases for bidding activities and project documentation

• Conduct regular audits of filing systems to ensure compliance with document control policies and procedures

• Assist in the preparation of bid packages and ensure all required documentation is complete and accurate

• Liaise with internal departments to gather necessary information and documentation for bid submissions

• Ensure confidentiality and security of sensitive bidding information and documents

• Generate regular reports on document status and bidding activities as requested by management

What we're looking for

• Proven experience in document control, records management or administrative support roles, preferably in the construction or bidding environment

• Strong organisational and filing skills with meticulous attention to detail

• Proficiency in document management systems and database software

• Excellent written and verbal communication skills

• Ability to manage multiple documents and prioritise tasks effectively

• Knowledge of document control procedures, version control and filing standards

• Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

• Ability to work independently and as part of a team

• Reliability and integrity in handling confidential and sensitive information

• High school diploma or equivalent; additional qualifications in records management or administration are preferred

• Familiarity with construction terminology and bidding processes is advantageous

What we offer

At NEWBIG FOUR J CONSTRUCTION INC., we value our employees and are committed to creating a supportive and professional work environment. We offer competitive compensation and benefits packages designed to reward your hard work and dedication. As a full-time employee, you will have opportunities for career development and advancement within our growing organisation. We foster a collaborative culture where your contributions are recognised and valued, and we encourage continuous learning and skill development to support your professional growth within the construction industry.

About us

NEWBIG FOUR J CONSTRUCTION INC. is a dynamic and reputable construction company operating in Metro Manila. We specialise in delivering quality construction projects and have established ourselves as a reliable partner in the industry. Our commitment to excellence, professionalism and customer satisfaction drives everything we do. We pride ourselves on maintaining strong project management practices and fostering a team environment where expertise and dedication are valued. With our growing portfolio of projects, we are seeking talented individuals who are passionate about contributing to our continued success and growth in the construction sector.