Documentation Officer

University Home Lacson; Quezon City; On-site; PHP 223,000 - 379,000; Full time

Job summary

University Home Lacson is seeking a documentation administrator to manage end-to-end contract documentation processes and records control. The role focuses on CTS handling, notarization coordination, and adherence to approved templates and privacy requirements.

You will oversee document preparation, routing, signing, and release, monitor pending items, escalate discrepancies, and provide timely status reporting to cross-functional teams including Sales, Legal, and Management.

Responsibilities

• Oversee CTS, addenda, acknowledgments, and other approved documents from preparation to safekeeping.
• Ensure names, project info, pricing, terms, and signatories match approved records.
• Use only approved templates; no unauthorized revisions.
• Coordinate completion, signing, witnessing, and release of CTS and related documents.
• Monitor unsigned or pending documents and follow up with the relevant department.
• Escalate discrepancies or unusual transactions before finalizing documents.
• Coordinate timely notarization and verify copies are complete and filed.
• Maintain custody records for original documents.
• Secure confidential documents and release only to authorized persons.
• Maintain master trackers for status, aging, location, and next action.
• Provide status reports on completed, pending, delayed, and problematic documents.
• Ensure scanned and physical files are labeled, organized, and retrievable.
• Provide direction to Sales Administration Associate on documentation processing.
• Coordinate with Sales, Accounting, Legal, Titling, Property Management, and teams to resolve concerns.
• Monitor workload, deadlines, quality, and completion of tasks.
• Protect buyer, seller, project, pricing, and company information and ensure privacy compliance.
• Follow all approval protocols, policies, and management instructions.
• Perform other duties as assigned by supervisor or management.

Job description

Based on the uploaded PDF, here are the Key Duties and Responsibilities as stated in the document:

Key Duties and Responsibilities

Documentation Management

• Oversee the preparation, review, printing, routing, execution, monitoring, and safekeeping of Contract to Sell (CTS), addenda, acknowledgments, certifications, authority forms, and other approved sales or transaction documents for SUMV, SRC, JNC, and S3RC.

• Ensure that names, unit details, project information, pricing, payment terms, schedules, signatories, and supporting documents are complete and consistent with approved records.

• Use only approved templates and ensure that unauthorized revisions, commitments, discounts, or changes are not inserted into company documents.

Contract to Sell and Document Execution

• Coordinate the completion, signing, witnessing, and release of Contract to Sell (CTS) and related documents.

• Monitor unsigned, incomplete, returned, corrected, and pending documents and follow up with the concerned personnel or department.

• Escalate material discrepancies, missing approvals, legal concerns, or unusual transactions before documents are finalized or released.

Notarization and Original Document Control

• Coordinate the timely notarization of approved documents and verify that notarized copies are complete, properly recorded, and returned to company custody.

• Maintain a clear receiving, routing, release, and custody record for original documents.

• Ensure that original and confidential documents are stored securely and released only to authorized persons.

Records, Monitoring, and Reporting

• Maintain updated master trackers showing the status, aging, location, and next action for each document or account.

• Provide regular status reports on completed, pending, delayed, returned, and problematic documents.

• Ensure that scanned and physical files are properly labeled, organized, backed up, and readily retrievable.

Team Supervision and Coordination

• Provide work direction, review, and guidance to the Sales Administration Associate in relation to documentation processing and administrative support.

• Coordinate with Sales, Accounting, Legal, Titling, Property Management, project teams, and Management to resolve documentation concerns.

• Monitor workload, deadlines, quality, and completion of assigned documentation tasks.

Confidentiality, Compliance, and Other Duties

• Protect buyer, seller, project, pricing, and company information and comply with data privacy and records-control requirements.

• Follow all approval protocols, company policies, and Management instructions.

• Perform any other duties, responsibilities, projects, or assignments that may be given by the immediate supervisor, General Manager, or Management from time to time.