Documents Controller

Sta. Clara International Corp.; Subic; On-site; PHP 240,000 - 380,000; Full time

Job summary

Sta. Clara International Corp. seeks a Document Controller to organize, manage, and control all project documentation across the project lifecycle.

You will coordinate with internal teams, contractors, and clients to ensure accurate records, timely submissions, and compliant archival practices. The role requires 2–4 years in document control or records management, preferably in construction, and a degree in Business Administration or Information Management.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Information Management, or a related field.
• 2-4 years of experience in document control, records management, or a related role (preferably in construction industry)

Responsibilities

• Establish and maintain a comprehensive document management system for the project.
• Review, register, and file all project-related documents, including drawings, specifications, reports, and contracts.
• Implement document control processes to track document revisions, updates, and approvals.
• Ensure proper version control of documents and drawings to avoid errors and ensure consistency.
• Act as the main point of contact for document-related queries from internal teams, contractors, and clients.
• Collaborate with the project team to ensure timely preparation and submission of documents.
• Organize and distribute documents to relevant stakeholders and maintain a centralized document repository.
• Ensure that all project documentation complies with company standards, legal requirements, and client specifications.
• Conduct audits and reviews of document management systems and processes to ensure adherence to quality standards.
• Oversee the proper archiving and filing of project documents for long-term retention.
• Implement a robust system for easy retrieval of documents and ensure that expired or outdated records are correctly disposed of.
• Generate regular reports on the status of documents and documentation progress for project management.
• Provide updates on the receipt, approval, and distribution of key documents.
• Provide administrative support to project teams, including organizing meetings, tracking action items, and distributing meeting minutes.
• Ensure that all project documentation is properly signed, stamped, and approved before final distribution.
• Utilize document control software and tools to automate document tracking and workflows.
• Assist in the setup and maintenance of electronic document management systems.

Skills

Document control

Records management

Version control

Project documentation

Stakeholder coordination

Education

Business Administration degree

Information Management degree

Tools

EDMS

Document management software

Job description

The Document Controller is responsible for organizing, managing, and controlling all project documentation, ensuring that accurate and up-to-date records are maintained throughout the project's lifecycle. This role involves coordinating with multiple project teams and stakeholders, ensuring that documents are processed efficiently, archived correctly, and accessible to the relevant parties.

QUALIFIFCATION:

1. Associate’s or Bachelor’s degree in Business Administration, Information Management, or a related field.

2. 2-4 years of experience in document control, records management, or a related role (preferably in construction industry)

Detailed Job Description:

1. Establish and maintain a comprehensive document management system for the project.

2. Review, register, and file all project-related documents, including drawings, specifications, reports, and contracts.

3. Implement document control processes to track document revisions, updates, and approvals.

4. Ensure proper version control of documents and drawings to avoid errors and ensure consistency.

5. Act as the main point of contact for document-related queries from internal teams, contractors, and clients.

6. Collaborate with the project team to ensure timely preparation and submission of documents.

7. Organize and distribute documents to relevant stakeholders and maintain a centralized document repository.

8. Ensure that all project documentation complies with company standards, legal requirements, and client specifications.

9. Conduct audits and reviews of document management systems and processes to ensure adherence to quality standards.

10. Oversee the proper archiving and filing of project documents for long-term retention.

11. Implement a robust system for easy retrieval of documents and ensure that expired or outdated records are correctly disposed of.

12. Generate regular reports on the status of documents and documentation progress for project management.

13. Provide updates on the receipt, approval, and distribution of key documents.

14. Provide administrative support to project teams, including organizing meetings, tracking action items, and distributing meeting minutes.

15. Ensure that all project documentation is properly signed, stamped, and approved before final distribution.

16. Utilize document control software and tools to automate document tracking and workflows.

17. Assist in the setup and maintenance of electronic document management systems.