Records Associate

Pasay Harbor City Corporation; Pasay; On-site; PHP 240,000 - 360,000; Full time

Job summary

Pasay Harbor City Corporation seeks an organized Records Administrator to manage archival and digitization tasks, ensuring accurate filing systems and secure handling of sensitive information. You will support lifecycle management, access control, and process improvements while collaborating across departments.

The role requires 1–2 years in archiving and a Bachelor’s degree; LIS/Info Mgmt is a plus. Proficiency in MS Office and attention to detail are essential for success.

Qualifications

• Bachelor's degree in any discipline; LIS/Info Mgmt advantageous.
• 1–2 years in archiving and records management and document control.
• Experience with both physical and electronic filing systems.
• Confidentiality and data security.
• Proficiency with Microsoft Office.

Responsibilities

• Archive and manage records throughout lifecycle.
• Digitize documents; scanning, tagging, and indexing.
• Monitor routing and approvals; analyze turnaround times.
• Maintain logs and systems for retrieval.
• Ensure confidentiality and security of records.
• Perform other related duties as assigned.

Skills

Archive & Records

Digital filing

Document control

Access management

Process improvement

Confidentiality

Office software

Education

Bachelor's degree

Library & Information Science

Tools

Microsoft Office

Job description

Job description:

Duties and Responsibilities:

• Archive and Records Management

• Assist in document digitization and management, including scanning, indexing/tagging, folder structuring, version control, access management, and system maintenance.

• Assist in monitoring document routing and approvals processes, analyze turnaround times, and recommend process improvements.

• Assists in managing records throughout their lifecycle, including classification, secure storage, retention, and disposal in compliance with legal and company requirements.

• Ensure proper records classification, confidentiality, and implementation of security and access control measures.

• Assists in maintaining document control logs, registries, and tracking systems to ensure accurate and efficient retrieval.

• Perform other related duties as may be assigned.

Technical Competencies:

Records Lifecycle and Archiving Management

• Knowledge in managing records throughout their lifecycle, including creation, storage, retrieval, retention, and disposal.

• Ability to implement and maintain archiving systems, including classification, indexing, tagging, and filing (physical and digital)

• Knowledge of retention schedules, secure disposal methods, and long-term preservation techniques.

• Knowledge of naming conventions, labelling standards, and document organization for efficient retrieval

• Ability to ensure confidentiality and proper handling of sensitive records.

Records Digitization and Data Integrity

• Skill in scanning, tagging, and digital filing of records.

Office Applications and Digital Storage Platforms

• Proficient in Microsoft Office applications (Word, Excel Outlook)

Non-Technical Competencies:

Attention to Detail

• Ability to ensure accuracy in documentation, indexing, and records classification.

Confidentiality and Discretion

• Ability to handle sensitive corporate and executive information with strict confidentiality.

Accountability and Ownership

• Ability to take responsibility for accuracy, compliance, and system integrity

Adaptability

• Ability to adjust to evolving systems, tools, and organizational requirements.

Professionalism

• Ability to consistently demonstrate a high standard of conduct, integrity, and workplace behavior in all professional interactions.

Minimum Job Qualifications:

• Education: Bachelor’s degree in any discipline. A degree in Library and Information Science (or Information Management) or Business Administration (Major in Management or Office Administration) is an advantage.

• Experience: At least 1 to 2 years of experience in archiving and records management and document control, including managing both physical and electronic filing systems.