Documentation Staff

Gigatech Inc.; Parañaque; On-site; PHP 335,000 - 469,000; Full time

Job summary

Gigatech Inc. is seeking a detail-oriented Documentation and Billing Coordinator to support project administration in the Philippines.

The role focuses on maintaining project documents, ensuring audit-ready filing, and managing progress billing in collaboration with site engineers and QS teams. You will coordinate with Accounting, QS and Project Management to verify billing status, produce reports, and assist in audits and close-out documentation.

Qualifications

• Bachelor’s degree in Civil Engineering, Accounting, Business Administration, or related field.
• Experience in construction documentation and billing is an advantage.
• Knowledge in progress billing, quantity take-off, and construction documentation systems.
• Proficient in MS Excel and document management tools.
• Strong attention to detail and accuracy.
• Able to work under pressure and meet deadlines.

Responsibilities

• Maintain and organize all project-related documents (contracts, plans, permits, correspondence, and reports).
• Ensure proper filing system (hardcopy and digital) for easy retrieval and audit readiness.
• Track revisions of drawings, specifications, and other technical documents.
• Coordinate with site engineers and project teams for updated project records.
• Ensure compliance with document control procedures and client requirements.
• Prepare progress billing / interim payment applications based on project accomplishment.
• Compute quantities and percentage of work completed in coordination with QS / Site Engineers.
• Prepare supporting documents such as accomplishment reports, billing summaries, and attachments required by clients.
• Monitor billing schedules, retention, and payment status.
• Coordinate with clients, consultants, and project stakeholders for billing verification and approval.
• Follow up billing submissions and assist in resolving discrepancies or deductions.
• Coordinate with Accounting, QS, and Project Management teams for billing accuracy.
• Prepare regular reports on billing status, collections, and documentation updates.
• Assist in audits and project close-out documentation.

Skills

MS Excel

Document management tools

Attention to detail

Deadline-oriented

Education

Bachelor’s degree in Civil Engineering, Accounting, Business Administration, or related field

Job description

Employee Recognition and Rewards

Performance Bonus, Holiday Gifts

Key Duties and Responsibilities:

A. Documentation

• Maintain and organize all project-related documents (contracts, plans, permits, correspondence, and reports)
• Ensure proper filing system (hardcopy and digital) for easy retrieval and audit readiness
• Track revisions of drawings, specifications, and other technical documents
• Coordinate with site engineers and project teams for updated project records
• Ensure compliance with document control procedures and client requirements
• Prepare progress billing / interim payment applications based on project accomplishment
• Compute quantities and percentage of work completed in coordination with QS / Site Engineers
• Prepare supporting documents such as accomplishment reports, billing summaries, and attachments required by clients
• Monitor billing schedules, retention, and payment status
• Coordinate with clients, consultants, and project stakeholders for billing verification and approval.
• Follow up billing submissions and assist in resolving discrepancies or deductions

C. Coordination & Reporting

• Coordinate with Accounting, QS, and Project Management teams for billing accuracy
• Prepare regular reports on billing status, collections, and documentation updates
• Assist in audits and project close-out documentation

Qualifications:

• Bachelor’s degree in Civil Engineering, Accounting, Business Administration, or related field
• Experience in construction documentation and billing is an advantage
• Knowledge in progress billing, quantity take-off, and construction documentation systems
• Proficient in MS Excel and document management tools
• Strong attention to detail and accuracy
• Able to work under pressure and meet deadlines