DOCUMENTS CONTROL SPECIALIST

Concerted Management Corporation; Mandaluyong; On-site; PHP 300,000 - 540,000; Full time

Job summary

Concerted Management Corporation in Mandaluyong City seeks a Documents Control Specialist to safeguard, organize and secure our critical records. This role supports all departments by ensuring accessible, compliant document systems.

You will implement control protocols, manage versioning, conduct audits, and train staff on proper filing and retrieval. This full-time position offers growth through process improvements and reliable administrative operations.

Qualifications

• Proven experience as Documents Control Specialist or similar.
• Strong organizational skills and attention to detail.
• Proficient in document management software and MS Office.
• Knowledge of filing systems, retention and compliance standards.
• Ability to manage multiple priorities and meet deadlines.
• Excellent communication across all levels.
• Physical ability to handle document storage.
• Experience with digital archival systems preferred.
• Relevant records management certification preferred (ICRM/ARMA).

Responsibilities

• Establish and maintain document management systems.
• Create and update documentation standards and control procedures.
• Manage version control and accurate labeling.
• Audit document storage areas for compliance.
• Develop retention schedules.
• Provide training on document handling.
• Monitor document security and access.
• Liaise with departments to meet needs.
• Maintain records of document movement and archival.
• Prepare reports on document management metrics.

Skills

Document control

Organizational skills

MS Office proficiency

Excel

Word

Compliance knowledge

Multi-priority management

Communication skills

Digital archives

ICRM/ARMA cert

Tools

Document management software

Microsoft Office

Job description

About the role

Concerted Management Corporation is seeking a Documents Control Specialist to join our growing administration team in Mandaluyong City, Metro Manila. This is a full-time position that plays a crucial role in maintaining the integrity, security and accessibility of our organisational documentation systems. As a Documents Control Specialist, you will be responsible for implementing and maintaining rigorous document management protocols, ensuring compliance with company standards and regulatory requirements. This position is essential to our operational efficiency and supports all departments across the organisation by providing reliable, well-organised and secure document handling processes.

Key responsibilities

• Establishing and maintaining comprehensive document management systems, including classification, storage, retrieval and disposal procedures
• Creating and updating documentation standards, templates and control procedures to ensure consistency across the organisation
• Managing version control and ensuring all documents are accurately tracked, labelled and filed according to established protocols
• Conducting regular audits of document storage areas and filing systems to ensure compliance with company policies and legal requirementsDeveloping and implementing document retention schedules in accordance with regulatory and operational requirements
• Providing training and guidance to staff on proper document handling, filing and retrieval procedures
• Monitoring document security protocols and controlling access to sensitive or confidential materials
• Liaising with various departments to understand document handling needs and implementing appropriate solutions
• Maintaining accurate records of document movement, distribution and archival
• Preparing regular reports on document management metrics and identifying areas for process improvement

What we’re looking for

• Proven experience working as a Documents Control Specialist, Records Administrator or similar role in a professional office environment
• Strong organisational skills with meticulous attention to detail and accuracy
• Proficiency in document management software and systems, with the ability to learn new technologies quickly
• Excellent knowledge of filing systems, classification methods and document retention best practices
• Understanding of compliance requirements and regulatory standards related to document management
• Demonstrated ability to manage multiple priorities and meet strict deadlines
• Strong communication and interpersonal skills, with the ability to work effectively across all organisational levels
• Competence in Microsoft Office applications, particularly Excel and Word
• Physical capability to manage document storage, including filing, retrieving and organising materials
• Preferred experience with digital archival systems and electronic records management
• Preferred certification in records management or document control (such as ICRM or ARMA certification)

What we offer

At Concerted Management Corporation, we recognise the value of our administrative professionals and are committed to providing a supportive and rewarding work environment. We offer competitive remuneration, opportunities for professional development and career advancement within our organisation. Our team-oriented culture fosters collaboration and innovation, and we provide our employees with the tools and support needed to excel in their roles.

About us

Concerted Management Corporation is a professional management and administration services company committed to delivering excellence in organisational support and operational efficiency. We pride ourselves on our ability to streamline processes, enhance productivity and provide reliable, professional services to our clients and internal teams. With a focus on quality, integrity and continuous improvement, we have built a reputation as a trusted partner for businesses seeking comprehensive administrative solutions. Our team is composed of dedicated professionals who understand the importance of meticulous organisation and strategic process management in driving business success.