IMS Assistant

ALIBATA LIMITED - PHILIPPINE BRANCH; Biñan; On-site; PHP 240,000 - 360,000; Full time

Job summary

ALIBATA LIMITED - PHILIPPINE BRANCH is seeking an administrative/document control professional to support the ISO/IMS, EHS and compliance framework. The role focuses on maintaining control over IMS documents, records and evidence, while coordinating audits and ensuring timely submissions.

The ideal candidate will be detail-oriented, highly organized and able to handle multiple deadlines. Responsibilities include updating trackers, supporting reports and minutes, and assisting in continuous

Qualifications

• College degree required.
• 2–3 years in clerical, administrative, or documentation work.
• Proficient in MS Office, especially Word and Excel.
• Strong filing, encoding and document management skills.
• Highly organized with attention to detail and able to handle multiple deadlines.
• Willing to learn IMS, ISO, EHS and compliance requirements.

Responsibilities

• Document control: maintain IMS files, the Master Document List, registers and revision records
• Monitor document expiry, reviews, approvals and submissions; follow up with departments
• Encode and update IMS trackers, checklists, databases and supporting evidence
• Organize evidence for internal and external audits; track findings and corrective actions
• Maintain SDS, chemical inventory, permits, licenses and emergency records
• Prepare reports, presentations and minutes; schedule IMS meetings and drills
• Flag missing or outdated records and help improve the filing system

Skills

MS Office

Word

Excel

Filing

Detail-oriented

Communication

Deadline management

IMS learning

Education

College degree

Tools

Document management software

Job description

Basic Purpose

Provides administrative and documentation support to keep Alibata's Integrated Management System (ISO/IMS, EHS and compliance) organized, current and ready for audit.

Key Responsibilities

• Document control: maintain physical and digital IMS files, the Master Document List, registers and revision records
• Monitoring: track document expiry, review dates, approvals and pending submissions, and follow up with departments
• Records and trackers: encode and update IMS trackers, checklists, databases and supporting evidence (attendance, photos, certificates)
• Audit support: organize evidence for internal and external audits and inspections, and track findings and corrective actions
• EHS and compliance records: keep SDS, chemical inventory, permits, licenses, certificates, emergency preparedness and drill records
• Admin support: prepare reports, presentations and minutes, and schedule IMS meetings, inspections, training and drills
• Continuous improvement: flag missing or outdated records and help improve the filing and monitoring system

Qualifications

• Education: college degree required
• Experience: 2–3 years in clerical, administrative, filing or documentation work
• Skills: proficient in MS Office, especially Word and Excel; strong filing, encoding and document management; highly organized and detail-oriented; good communication and coordination; able to handle multiple deadlines
• Willing to learn IMS, ISO, EHS and compliance requirements

Nature of Work

Records and document control support for the quality, EHS and compliance function. The work follows set procedures and is done under the direction of the Integrated Management Representative.