RECORD CUSTODIAN

Tamayo's; Manila; On-site; PHP 223,000 - 357,000; Full time

Job summary

Tamayo's in Manila is seeking a Records Custodian to manage confidential documents, ensure secure storage, and support audit readiness. You will maintain meticulous records and logs, safeguarding sensitive information according to policy and law.

You will also handle document intake, release to authorized personnel, disposal arrangements, and routine inventory reviews to keep the Records Room compliant and organized for quick access and audits.

Job description

DUTIES AND RESPONSIBILITIES: Primary Responsibility and Accountability

1. Receives documents that are identified to be confidential and as reference that are for storage purposes for at least 12 months.
2. Retrieves, verifies and catalogues all incoming files and documents in proper place in storage, logs location and ensures that storage is lock and secure.
3. Receives document, files and reports from supervisors, managers and personnel authorizing the storage, release, and disposal of document, files and reports.
4. Releases document, files and reports to rightful authorized personnel in accordance with departmental policy.
5. Temporarily releases document, files and reports to Department Heads or authorized personnel in accordance with departmental policy.
6. Prepares document, files and reports for disposal and makes arrangements with the Corporate Administrative Manager for approval.
7. Updates computerized and manual inventory reports and logs on document, files and reports received, released, and destroyed periodically.
8. Provides information to representatives and correspondents from Department Heads in regard to matters concerning document, files and reports.
9. Acts as custodian of records and ensures the departments complies with request and return procedures; receives, retrieves and maintains all records, document, files and reports, seals and coordinates such activities with the Corporate Administrative Manager.
10. Responsible for the maintenance of records with regard to utilization, retention, preservation, and disposition of records, document, files and reports in compliance with Company guidelines, rules and/or regulations.
11. Maintains and controls sensitive records, document, files and reports within specific guidelines to ensure confidentiality and legality of procedures.
12. Respond to inquiries on records maintenance issues and process records, document, files and reports requests.
13. Ensure storage of department records is secure at all times.
14. Review, scan and process documents and responses to requests for documents from various departments.
15. Answer incoming calls with courtesy and proper phone etiquette and forward to appropriate department personnel.
16. Disseminate records, document, files and reports to appropriate Departments or personnel.
17. Perform complete inventory of Records Room one time every 12 months.
18. Maintain records room in a condition that it is prepared for audit at all times.
19. Be dependable and meet acceptable attendance requirements at all times.
20. Follow all applicable safety rules and regulations.
21. Protect confidential information by preventing unauthorized release, both verbal and writing.
22. Perform other related duties as assigned.
23. Assist in the maintenance of records with regard to utilization, retention, preservation, and disposition of records, document, files and reports in compliance with Company guidelines, rules and/or regulations specifically on “Confidentiality” provisions.

Equipment Operation and Maintenance:

• Ensure proper care, operation and maintenance of equipment assigned to unit.
• Checks condition of all equipment used under the department’s responsibility.
• Cleans, operates, and performs minor maintenance with office equipment assigned.