Documentation Associate

OVIALAND INC.; San Pablo; On-site; PHP 201,000 - 290,000; Full time

Job summary

OVIALAND INC. in San Pablo City, Laguna, seeks a detail-oriented administrator to manage title transfer documentation and liaison with BIR, Registry of Deeds, LGUs, and banks. The role focuses on processing, tracking, and reporting compliant with deadlines and SLAs.

The candidate will maintain confidential records, update system milestones, and support audits and reconciliations while working independently in a fast-paced environment.

Qualifications

• Bachelor's degree in business/real estate or related field.
• 1–3 years in document processing, government liaison or title transfer.
• Experience coordinating with BIR, Registry of Deeds, LGUs or banks is a plus.
• Detail-oriented with strong organizational and documentation skills.
• Excellent communication and interpersonal abilities.

Responsibilities

• Process and monitor eCAR applications and coordinate with BIR, LGUs, and Registry of Deeds for title transfer and registration activities.
• Prepare, submit, and track documentary requirements, clearances, certifications, tax payments, and other property transfer transactions.
• Maintain confidential records of title transfer documents, approvals, tax records, and accounts.
• Update account statuses, milestones, and transactions in monitoring systems for accurate reporting.
• Monitor compliance deadlines, turnaround times, and SLAs to ensure timely completion.
• Provide regular status updates and reports on account progress and processing issues.
• Identify, investigate, and resolve document deficiencies and processing delays.
• Escalate compliance concerns and overdue accounts to management as needed.
• Support audit, reconciliation, and reporting activities by ensuring record accuracy.

Skills

Detail-oriented

Excellent communication

Problem-solving

Teamwork

Independent worker

Microsoft Office

Education

Bachelor's Degree in Business Administration / Real Estate Management

Tools

Microsoft Office Suite

Job description

Job Description

• Process and monitor eCAR applications and coordinate with the BIR, LGUs, and Registry of Deeds to facilitate title transfer and registration activities.
• Prepare, submit, and track documentary requirements, clearances, certifications, tax payments, and other property transfer transactions.
• Maintain accurate and confidential records of title transfer documents, approvals, tax records, and account-related documentation.
• Update account statuses, milestones, and transactions in monitoring systems to ensure accurate reporting and tracking.
• Monitor compliance deadlines, turnaround times, and SLAs to ensure timely completion of assigned accounts.
• Provide regular status updates and reports on account progress, pending requirements, and processing issues.
• Identify, investigate, and help resolve document deficiencies, rejected submissions, and processing delays.
• Escalate compliance concerns, overdue accounts, and agency-related issues requiring management support.
• Support audit, reconciliation, and reporting activities by ensuring the accuracy and completeness of account records.

Qualifications

• Bachelor's Degree in Business Administration, Real Estate Management, or any related Business or Management course.
• Minimum of 1-3 years of experience in document processing, government liaison, title transfer, real estate documentation, or administrative support. Experience coordinating with the BIR, Registry of Deeds, LGUs, banks, and other government agencies is an advantage.
• Detail-oriented with strong organizational, compliance management and documentation skills
• Excellent communication and interpersonal skills
• Problem-solving and conflict resolution.
• Proficient in Microsoft Office Suite and other relevant software applications
• Ability to work independently and as part of a team in a fast-paced environment
• Willing to work immediately in San Pablo City, Laguna