RECORD CUSTODIAN

Tamayo’s Group of Companies; Manila; On-site; PHP 279,000 - 391,000; Full time

Job summary

Tamayo’s Group of Companies is seeking a Records Custodian to manage confidential documents, maintain accurate inventories, and ensure compliant storage and disposal of records. You will handle logging, retrieval, and secure release of files across departments.

The role requires meticulous attention to detail, adherence to confidentiality policies, and consistent recordkeeping to support audits and compliance across the organization.

Responsibilities

• Receives confidential documents and logs them for storage for at least 12 months.
• Retrieves, verifies, catalogs incoming files; logs location; ensures storage is locked and secure.
• Receives documents and reports from supervisors for storage, release, or disposal.
• Releases documents to authorized personnel per policy.
• Prepares documents for disposal and coordinates with management for approval.
• Updates inventory logs of documents received, released, and destroyed.
• Provides information to department heads regarding documents and records.
• Acts as custodian of records ensuring compliance with request and return procedures.
• Maintains records on utilization, retention, preservation, and disposition per company rules.
• Maintains confidentiality and legality of procedures for sensitive records.
• Responds to inquiries about records maintenance and process requests.
• Ensures storage of department records is secure at all times.
• Reviews, scans, and processes documents in response to document requests.
• Answers calls courteously and forwards to appropriate department personnel.
• Disseminates records to the relevant departments or personnel.
• Performs annual complete inventory of Records Room.
• Keeps the Records Room audit-ready and well-maintained.
• Be dependable and maintain acceptable attendance.
• Follow all safety rules and protect confidential information.
• Assist in records maintenance in line with confidentiality provisions.
• Assist in maintaining records related to utilization, retention, preservation, and disposition per company guidelines.

Job description

DUTIES AND RESPONSIBILITIES

Primary Responsibility and Accountability

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