Process Documentation Specialist

GUS Education PH; Quezon City; Hybrid; PHP 360,000 - 648,000; Full time

Benefits offered by this job

HMO & Life Insurance

Training & Development

Work-life Balance (30 PTO)

Family Benefits

Hybrid Work Setup

Transportation & Allowances

Job summary

GUS Education PH is seeking a Process Documentation Specialist (SOP) to transform complex workflows into clear, actionable SOPs and related documents. You will work with process owners and cross-functional teams to map workflows, develop SOPs, and ensure documentation adheres to standards and governance.

You will help improve process clarity, governance, and continuous improvement across the organization, with a hybrid work setup in Bridgetowne, Quezon City, Philippines.

Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, Management, Information Systems or related field.
• 2-3 years of experience in process documentation, mapping, or related roles.
• Experience supporting finance, accounting, or operational processes is a plus.
• Proficiency with MS Office and diagram tools (Visio, Lucidchart, Draw.io).

Responsibilities

• Conduct process discovery sessions and stakeholder interviews.
• Develop detailed process maps with activities, decisions, roles and handoffs.
• Create and maintain SOPs, work instructions, and process guides.
• Translate complex processes into clear, user-friendly documentation.
• Coordinate document governance, versioning, reviews and approvals.

Skills

Process documentation

SOP development

Process mapping

Documentation governance

MS Office Suite

Visio/Lucidchart/Draw.io

Education

Bachelor’s degree in Business Administration/related

Tools

Microsoft Office

Visio

Lucidchart

Draw.io

Job description

DOCUMENT WITH PURPOSE, DRIVE OPERATIONAL EXCELLENCE!

As a Process Documentation Specialist (SOP), you will help strengthen operational excellence by transforming complex workflows into clear, accurate, and actionable process documentation. In this role, you'll work closely with process owners and cross-functional teams to map workflows, develop and maintain Standard Operating Procedures (SOPs), and ensure business processes are consistently documented, reviewed, and aligned with operational standards.

You’ll play a key role in improving process clarity, strengthening document governance, and supporting continuous improvement across the organization.

HERE'S HOW YOU'LL MAKE AN IMPACT:

Turning Processes into Clear Documentation

• Conduct process discovery sessions and stakeholder interviews to understand business workflows, requirements, and operational practices.
• Develop detailed process maps that clearly illustrate activities, decision points, roles, handoffs, and process flows.
• Create and maintain Standard Operating Procedures (SOPs), work instructions, process guides, and other operational documentation.
• Translate complex or technical processes into clear, structured, and user-friendly documentation.
• Ensure documentation accurately reflects current business practices, policies, and operational requirements.

Building Documentation That Drives Consistency

• Establish and maintain standardized documentation formats, templates, and guidelines across departments.
• Prepare step-by-step procedures that clearly define responsibilities, controls, inputs, outputs, and expected outcomes.
• Ensure SOPs and process documents are properly formatted, proofread, organized, and easy for stakeholders to understand and follow.
• Support the development of documentation that promotes process consistency, knowledge transfer, and operational efficiency.
• Prepare executive-ready process documentation and summaries when required.

Maintaining High-Quality & Controlled Documentation

• Coordinate with process owners and subject matter experts to validate the accuracy, completeness, and relevance of process documentation.
• Facilitate document reviews with department heads, process owners, and designated approvers.
• Track document versions, revisions, approvals, ownership, and review schedules.
• Maintain a centralized repository of approved SOPs and process documents with appropriate document control and access.
• Monitor documentation for outdated, incomplete, duplicated, or inconsistent information and initiate updates as needed.

Supporting Continuous Process Improvement

• Identify documentation gaps, process inconsistencies, and opportunities for improvement through process reviews and stakeholder feedback.
• Support process improvement initiatives by documenting current-state and future-state workflows.
• Collaborate with cross-functional teams to ensure process changes are accurately reflected in SOPs and related documentation.
• Assist in standardizing and streamlining processes to improve efficiency, compliance, and operational effectiveness.
• Support other process documentation, business improvement, and operational excellence initiatives as assigned.

THE IDEAL CANDIDATE:

• Bachelor’s degree in Business Administration, Accounting, Finance, Management, Information Systems, or a related field.
• 2-3 years of experience in process documentation, process mapping, business process improvement, operations, or a related role.
• Experience supporting finance, accounting, or operational processes is an advantage.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, PowerPoint, Outlook, and Power BI.
• Familiarity with process mapping and documentation tools such as Visio, Lucidchart, Draw.io, or similar platforms is an advantage.
• Strong attention to detail with the ability to produce clear, accurate, structured, and well-organized documentation.
• Strong analytical, organizational, and research skills with the ability to understand and simplify complex processes.
• Excellent written and verbal communication skills, with the ability to collaborate effectively with process owners and cross-functional teams.
• Ability to manage multiple documentation projects, prioritize deadlines, and follow established documentation standards.
• Ability to handle confidential business and operational information with professionalism and discretion.
• A continuous-improvement mindset and strong commitment to process accuracy, consistency, and quality.

ABOUT GUS EDUCATION PH: YOUR VISIONARY PARTNER

Now in our 7th year of operations, we're proud to be Certified as a Great Place to Work® for three consecutive years, reflecting our commitment to creating a workplace where people grow, collaborate, and make a meaningful impact.

We believe people can soar when they're guided with purpose and uplifted with care:

• Health & Security: HMO (up to 2 dependents) + Life Insurance
• Growth & Development: Training Programs & Learning Opportunities
• Work-Life Balance: 30 PTOs and Leave Conversion
• Family Support: Parental & Maternity Benefits
• Additional Perks: Transportation, Internet, Clothing, Laundry & Rice Allowances
• Hybrid Work Setup: Onsite for the first 4 months, then transition to a hybrid setup after the 3rd-month review — 3x WFH, 2x RTO
• Work Location: Bridgetowne, Quezon City
• Work Schedule: Monday to Friday | 10:00 AM to 7:00 PM (PH Time)

Great careers don't happen by chance—they're built with purpose.

If you're passionate about turning complex workflows into clear, reliable processes and want to help build a culture of operational excellence, we'd love to meet you.

By submitting your application, you acknowledge and consent for GUS Education PH to collect, process, and store your personal information for recruitment and employment-related purposes. Your information will be used solely to assess your qualifications, communicate with you regarding your application, and facilitate the recruitment process. Personal data will be handled confidentially, accessed only by authorized personnel, and processed in accordance with the Company's Data Privacy Policy and applicable data privacy laws.

Please note that all applications are routed through our Applicant Tracking System and are reviewed by our recruitment team. Due to the volume of applications we receive, processing times may vary, but every application is carefully considered.