Governance and Document Control Coordinator (AU Construction, Hybrid)

ConnectOS; Mandaluyong; Hybrid; PHP 279,000 - 502,000; Full time

Benefits offered by this job

HMO on Day 1

13th Month Pay

Hybrid setup

Job summary

ConnectOS is seeking a Governance and Document Control Coordinator in a hybrid setup in Metro Manila. The role supports contractor and supplier governance, document control, and management system administration, ensuring compliance records stay current and documents are properly managed.

Responsibilities include onboarding and compliance monitoring, governance reporting, and documentation formatting, with ISO-related and ESG records as part of duties.

Qualifications

• Minimum three years' experience in document control, compliance administration, governance administration, quality administration, supplier governance or management systems support.
• Demonstrated experience working within structured management systems.
• Experience maintaining version-controlled documentation.
• Experience administering contractor or supplier compliance processes.

Responsibilities

• Administer contractor onboarding and compliance processes within approved governance systems.
• Verify receipt, validity and currency of required contractor documentation.
• Review submitted documentation for completeness and expiry dates.
• Reject incomplete, invalid or expired documentation.
• Monitor upcoming document expiries and initiate renewal requests.
• Escalate contractor compliance issues to the National Manager - HSEQ.
• Maintain contractor compliance records and supporting system data.
• Generate monthly contractor compliance reports.
• Administer supplier governance requirements within approved systems.
• Verify and maintain compliance documentation for approved suppliers.
• Monitor supplier compliance status and document currency.
• Coordinate renewal requests for expiring supplier documentation.
• Support supplier onboarding processes to ensure governance requirements are met prior to financial onboarding.
• Liaise with the Accounts Payable team regarding vendor onboarding status and compliance requirements.
• Generate monthly supplier governance reports.
• Maintain and monitor compliance records including: ISO Certifications, Modern Slavery Statements, ESG and Sustainability Documentation.
• Administer contractor and supplier governance activities within approved platforms including SafetyCulture, Mitti, EFTSure and other approved systems.
• Maintain governance workflows and status records.
• Ensure system information remains accurate, complete and current.
• Maintain controlled documents within the RCPA Business Management System.
• Apply approved document templates, formatting standards and numbering conventions.
• Update document metadata and revision information.
• Maintain document ownership, review dates and approval status information.
• Prepare document revisions for approval workflows.
• Ensure documentation remains organised, accessible and current.
• Maintain alignment between document repositories and approved document registers.
• Convert draft documents into approved RCPA document templates.
• Apply document numbering in accordance with established standards.
• Update revision histories and document control information.
• Review documents for formatting consistency and quality.
• Update hyperlinks, references and document cross-references.
• Support migration and implementation of management system improvements.
• Create and maintain QR code links to controlled documents.
• Update QR code references following document revisions.
• Verify QR code functionality and document accessibility
• Update training documentation following approval of revised controlled documents.
• Verify training content accurately reflects approved procedures and work instructions.
• Maintain consistency between operational documents and associated training content.
• Update learning content within approved systems where required.
• Identify and elevate discrepancies between approved documents and training materials.
• Ensure training documentation remains current and audit-ready.
• Coordinate annual contractor performance reviews.
• Coordinate annual reviews for critical suppliers and top suppliers identified by the business.
• Schedule review activities and distribute assessment documentation.
• Collate performance data and stakeholder feedback.
• Maintain performance review records and supporting documentation.
• Track completion of annual review requirements.
• Escalate overdue review activities.
• Compile review summaries for management consideration.
• Support continual improvement actions arising from supplier and contractor reviews.
• Generate monthly governance and compliance reports.
• Prepare contractor compliance performance summaries.
• Prepare supplier governance performance summaries.
• Monitor governance data accuracy and completeness.
• Support KPI reporting requirements.
• Monitor system-based governance registers and records.
• Identify data anomalies and coordinate corrective updates.
• Assist with governance-related improvement initiatives.

Skills

Strong English communication

Highly organized

Detail-oriented

Independent worker

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PDF editing

SharePoint

SafetyCulture

EFTSure

Job description

Schedule: Monday - Friday (6:00 AM - 3:00 PM PHT)

Work Set-Up: Hybrid (3x per week onsite)

Position Purpose

The Governance and Document Control Coordinator is responsible for providing administrative and systems support for RCPA's contractor and supplier governance processes, document control systems, and management system administration activities. The role ensures contractor and supplier compliance records remain current, controlled documents are accurately maintained, training documents remain aligned with approved procedures, and governance reporting is delivered in a timely and accurate manner. The position administers processes and systems established by the National Manager - HSEQ and supports compliance with the requirements of ISO 9001, ISO 14001 and ISO 45001. This role is not responsible for technical compliance assessments, approval of suppliers or contractors, or management system decision-making.

Key Responsibilities

1. Contractor & Supplier Governance

Contractor Onboarding & Compliance

• Administer contractor onboarding and compliance processes within approved governance systems.
• Verify receipt, validity and currency of required contractor documentation.
• Review submitted documentation for completeness and expiry dates.
• Reject incomplete, invalid or expired documentation.
• Monitor upcoming document expiries and initiate renewal requests.
• Escalate contractor compliance issues to the National Manager - HSEQ.
• Maintain contractor compliance records and supporting system data.
• Generate monthly contractor compliance reports.

Supplier Governance

• Administer supplier governance requirements within approved systems.
• Verify and maintain compliance documentation for approved suppliers.
• Monitor supplier compliance status and document currency.
• Coordinate renewal requests for expiring supplier documentation.
• Support supplier onboarding processes to ensure governance requirements are met prior to financial onboarding.
• Liaise with the Accounts Payable team regarding vendor onboarding status and compliance requirements.
• Generate monthly supplier governance reports.

Compliance Documentation Management

Maintain and monitor compliance records including:

Contractors

• Public Liability Insurance
• Workers Compensation Insurance
• Motor Vehicle Insurance
• Professional Indemnity Insurance
• ISO Certifications
• Modern Slavery Statements

Suppliers

• ISO Certifications
• Modern Slavery Statements
• ESG and Sustainability Documentation

Governance Systems Administration

• Administer contractor and supplier governance activities within approved platforms including SafetyCulture, Mitti, EFTSure and other approved systems.
• Maintain governance workflows and status records.
• Ensure system information remains accurate, complete and current.

2. Document Control & Business Management System (BMS) Administration

Controlled Document Management

• Maintain controlled documents within the RCPA Business Management System.
• Apply approved document templates, formatting standards and numbering conventions.
• Update document metadata and revision information.
• Maintain document ownership, review dates and approval status information.
• Prepare document revisions for approval workflows.
• Ensure documentation remains organised, accessible and current.
• Maintain alignment between document repositories and approved document registers.

Document Formatting & Publishing Support

• Convert draft documents into approved RCPA document templates.
• Apply document numbering in accordance with established standards.
• Update revision histories and document control information.
• Review documents for formatting consistency and quality.
• Update hyperlinks, references and document cross-references.
• Support migration and implementation of management system improvements.

QR Code Management

• Create and maintain QR code links to controlled documents.
• Update QR code references following document revisions.
• Verify QR code functionality and document accessibility

3. Training Documentation Maintenance

• Update training documentation following approval of revised controlled documents.
• Verify training content accurately reflects approved procedures and work instructions.
• Maintain consistency between operational documents and associated training content.
• Update learning content within approved systems where required.
• Identify and elevate discrepancies between approved documents and training materials.
• Ensure training documentation remains current and audit-ready.

4. Contractor & Supplier Performance Review Coordination

• Coordinate annual contractor performance reviews.
• Coordinate annual reviews for critical suppliers and top suppliers identified by the business.
• Schedule review activities and distribute assessment documentation.
• Collate performance data and stakeholder feedback.
• Maintain performance review records and supporting documentation.
• Track completion of annual review requirements.
• Escalate overdue review activities.
• Compile review summaries for management consideration.
• Support continual improvement actions arising from supplier and contractor reviews.

5. Governance Reporting & Administration

• Generate monthly governance and compliance reports.
• Prepare contractor compliance performance summaries.
• Prepare supplier governance performance summaries.
• Monitor governance data accuracy and completeness.
• Support KPI reporting requirements.
• Monitor system-based governance registers and records.
• Identify data anomalies and coordinate corrective updates.
• Assist with governance-related improvement initiatives.

Skills & Experience:

Essential

• Minimum three years' experience in document control, compliance administration, governance administration, quality administration, supplier governance or management systems support.
• Demonstrated experience working within structured management systems.
• Experience maintaining version-controlled documentation.
• Experience administering contractor or supplier compliance processes.
• High level proficiency in Microsoft Word, Excel, Outlook and PDF editing software.
• Experience working within SharePoint environments.
• Strong organisational and administrative skills.
• Excellent attention to detail and data accuracy.
• Strong written and verbal English communication skills.
• Ability to work independently and manage competing priorities.

Highly Desirable

• Experience supporting ISO 9001, ISO 14001 and/or ISO 4501 management systems.
• SafetyCulture experience.
• EFTSure experience.
• Experience supporting Australian organisations.
• Experience within manufacturing, construction, engineering or industrial environments.
• Experience administering contractor management systems.

Benefits:

• HMO on Day 1 + 1 free dependent after 1 year of service.
• Mandatory Government Benefits and 13th Month Pay.
• Leave credits and convertible to cash of unused sick leave, paid quarterly.
• Access to Emergency and Bereavement Leave.

Additional:

• Hybrid Set-Up
• Medical, Dental Coverage and Life insurance from day 1 of employment
• Paid Vacation and Sick Leave (with Quarterly Sick Leave Conversion)
• Competitive salary package and annual appraisal
• Financial Assistance Program
• Mandatory Government Benefits and 13th Month Pay
• Complimentary Sleeping Quarters, Coffee at no cost
• Complimentary Office Fitness and Wellness Facilities at no cost
• Regular Company Events, Work Life Balance, and Career growth opportunities
• Accessible location at the heart of Metro Manila --- the Mega Tower, EDSA

Equal Employment Statement

Employment decisions at ConnectOS will be conducted without consideration of factors such as age', race, color, religion, gender, disability status, sexual orientation, gender identity or expression, genetic information, and marital status. ConnectOS ensures the full confidentiality of the data it processes.