Records and Documentation Specalist

Private Advertiser; Makati; On-site; PHP 201,000 - 312,000; Full time

Job summary

Private Advertiser is seeking a Records and Documentation Specialist to manage and safeguard company records, ensuring accuracy, confidentiality, and policy compliance. The role emphasizes systematic document control and inter-department coordination.

The ideal candidate is organized, detail-oriented, and able to work onsite in Makati. Fresh graduates with relevant skills are encouraged to apply, with proficiency in Microsoft Office and Google Workspace.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Information Management, or related field.
• Fresh graduates with relevant skills are welcome.
• Proficient in Microsoft Office, especially Excel and Word, and Google Workspace.
• Excellent organizational, coordination, and time management skills.

Responsibilities

• Organize and maintain physical and electronic company records.
• Coordinate with departments for documentation submission and completion.
• Monitor pending and incomplete documents and follow up as needed.
• Ensure confidentiality and proper handling of sensitive information.

Skills

Organizational skills

Attention to detail

Time management

Strong communication

Independent worker

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Job description

NOW HIRING: RECORDS AND DOCUMENTATION SPECIALIST (URGENT)

Join Our Growing Team!

We are looking for a highly organized, detail-oriented, and dependable Records and Documentation Specialist to manage, maintain, and safeguard company records and documentation.

If you are systematic, efficient, trustworthy, and committed to accuracy and confidentiality, we invite you to become part of our growing team.

Job Summary

The Records and Documentation Specialist is responsible for the systematic management, organization, maintenance, and safekeeping of company documents and records, both physical and electronic. The role ensures document accuracy, accessibility, confidentiality, and compliance with established company policies and procedures.

Key Responsibilities

Records and Document Management

• Organize, classify, and maintain physical and electronic company records.
• Establish and maintain an efficient filing, indexing, and document retrieval system.
• Ensure proper labeling, encoding, tracking, and updating of records.
• Monitor the completeness, accuracy, and proper execution of documents.
• Maintain document logs, databases, and monitoring systems.
• Ensure proper receiving, releasing, and tracking of company documents.
• Conduct periodic records audits and inventory to ensure accuracy and completeness.

Documentation and Administrative Coordination

• Receive, review, sort, scan, and process incoming and outgoing documents.
• Coordinate with different departments for the submission and completion of required documentation.
• Monitor pending, missing, and incomplete documents and facilitate follow-ups.
• Prepare reports and documentation status updates as required by management.
• Assist in digitization, archiving, and records retention activities.
• Perform other related duties as may be assigned by management.

Confidentiality and Compliance

• Maintain strict confidentiality and security of company records and sensitive information.
• Ensure proper handling, access, and release of confidential documents.
• Implement and observe document control procedures and company policies.
• Ensure compliance with applicable data privacy and records management requirements.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Information Management, or any related field.
• Preferably with experience in records management, documentation, document control, or administrative operations.
• Fresh graduates with relevant skills and strong organizational abilities are welcome to apply.
• Proficient in Microsoft Office, particularly Excel and Word, and Google Workspace.
• Excellent organizational skills and attention to detail.
• Strong communication, coordination, and time management skills.
• Highly organized, systematic, trustworthy, and responsible.
• Able to work independently and manage multiple tasks within deadlines.
• Willing to work onsite, preferably in Makati.

IMPORTANT APPLICATION REQUIREMENT: Applicants must include a recent, clear, and actual photograph of themselves in their résumé. AI-generated photographs or AI-generated representations of applicants are not accepted. The photograph must be authentic and accurately represent the applicant.

We look forward to welcoming you to our team!