The Document Controller is responsible for managing the documentation flow within the organization, ensuring that all project-related and company documents are properly controlled, distributed, and archived. This role involves coordinating with various departments to ensure documents are filed accurately, updated regularly, and accessible when needed. The ideal candidate must be highly organized, detail-oriented, and proficient in managing physical and electronic documents.

Documentation

1. Responsible for monitoring the implementation of the usage of the updated controlled documents, forms and records.

2. Serves as the point person in the reproduction of the updated and coded forms used company wide.

3. Distributes, deletes and retrieves approved and obsolete documents annually or as needed.

4. Stamping and authorizing of Internal and External Documents prior to use.

5. Ensures inventory of documents at hand and systematically kept.

6. Serves as the company’s Library Custodian.

7. Responsible for monitoring/shredding of obsolete documents with confidential records.

Auditing/ Analytical Thinking

8. Monitors compliance of all department to the policies and procedures to ensure consistent and effective implementation of the QMS with regards to documented information.

ISO

9. Helps in the formulation of Documented Information quality objectives and targets and opportunity.

10. Helps in the improvement of Control of Documented Information procedure and objectives.

11. Orients newly hired employees regarding basic QMS.

DATA PRIVACY

Member of Data Breach Response Team who validates allegations regarding company’s privacy policies, or any serious breach, loss or unauthorized access, disclosure or destruction of personal information under the custody of RTCC and shall submit a report to the National Privacy Commission.

Job Summary:

As a Document Controller, he/she will be responsible for maintaining control over all documented information within the company. Ensuring the availability of necessary documents, controlling document distribution, and overseeing the entire lifecycle of documents. Will also be responsible for identifying areas of improvement in document management processes and implementing strategies to enhance efficiency.

Electro Premier Venture International Inc. Warehouse Document Controller is responsible for maintaining organized and updated documents for business. Uses document management software to upload or scan paper documents, retrieve documents for authorized personnel, and ensure document storage to comply with laws and regulations. Document controllers oversee the document management process of Electro Premier, including effectively storing the documents, maintaining access, ensuring the security of the documents, and controlling the sending and receiving of documents throughout the company.

Key Responsibilities

• Ensure correct and accurate storage, retrieval and communication of all EPVII technical records and documentation
• Create templates and must be proficient in MS Office Applications
• Perform data consolidation and encode all warehouse transactions including request, issuance and receipt of products, materials/items
• Maintain system and procedures to track processing of documents such as correspondence, minutes, reports, payment requests, change notices, change orders, claims, requests for information, submittals, schedules
• Perform records and file management on a regular basis
• Ensure proper coordination in times of system error or downtime reconciliation
• Ensure warehouse reports are submitted timely and within cut-off
• Print and distribute project-related documents to internal teams 
• Perform project documentation
• Establish and maintain record retention timelines
• Provide support to other EPVII warehouse employees
• Participate in trainings, seminars, meetings, events as directed by the EPVII management
• Perform other management mandated functions, instructions and directions

• Maintaining, preparing and monitoring project plans, schedules, man-hours, budgets and expenditures.
• Attending and participating in project meetings.
• Documenting and following up on important actions and decisions from meetings.
• Providing administrative support as needed.
• Undertaking project tasks as required.
• Oversee project procurement management
• Monitor project progress and handle any issues that arise
• Work with the Project Manager on monitoring project status.
• Use tools to monitor working hours, plans, and expenditures.
• Create and maintain comprehensive project documentation, plans, reports and legal documents.
• Ensuring projects adhere to process flow and all documentation is maintained appropriately for each project.
• Facilitate meetings where appropriate and distribute minutes to all project team members.

• Examine, manage, and maintain all project-related documents. Assure that all documents are orderly filed and are easily retrievable;
• Perform main role in the Technical Department's document management;
• Familiarize with all the document types in order to effectively assist the department in filing and sorting related documents;
• Coordinate with the Technical Department in setting up the Documental Control System;
• Assist the Technical Department in preparing coordination documents;
• Timely distribute copies of transmitted documents to Technical Department and relevant personnel;
• Maintain office copies and working copies of documents transmitted by Technical department;
• Coordinate with Technical Department in order to periodically compile reports produced by the contractors, suppliers, etc.;
• Coordinate with the Administrative Head in order to ensure that office supplies will be available when needed and as needed for the effective performance of the document management;
• Examine and maintain transmittals, receiving copies and other records which pertain to the receipt or release of the Technical Department;
• Perform other tasks that may be assigned from time to time.

Calling all detail-oriented professionals! We are in search of Document Controllers who can contribute to ensuring the efficient and accurate management of company documents and records.

As a Document Controller, you will be responsible for the timely, accurate, and efficient preparation and management of documents and control the numbering, sorting, filing, storing, and retrieving of electronic and hard copy documents.

• Manage, organize, and maintain company documents while ensuring their accuracy, quality, and integrity.
• Adhere to the company's document lifecycle procedures, and archive inactive records in accordance with the records retention schedule.
• Help develop and maintain the document management system and train employees on its use.
• Control the retrieval of documents and respond to internal requests or external audits relating to documentation.
• Monitor regulatory activity to maintain compliance with records and document management laws.

• Maintains Organized & updated documents for a business
• Managing the intake ,handling and storage of documentation
• Tracking revisions and facilitating document retrieval for internal & external.
• Ensuring proper handling and storage of all documents.

• Review incoming orders for accuracy and completeness.
• Verify product availability and pricing.
• Coordinate with the shipping department to ensure timely order fulfillment.
• Maintain accurate and up-to-date records of all orders.
• Respond to customer inquiries and resolve order-related issues.
• Provide accurate information on order status and shipping timelines.

• Accurately input and update data in the Smartsheet and any applicable tool
• Maintain data integrity by verifying and correcting inaccurate data
• Organize and maintain files encoded
• Generate reports and retrieve information upon request
• Collaborate with other departments to ensure accurate data entry and sharing
• Perform other clerical duties as needed

• Process renewal of company permits, licenses, registrations, accreditations, real property tax payments
• Prepare bidding documents and attend bidding conferences
• Process DOLE Construction Safety and Health program and bonds for awarded projects
• Prepare draft of contracts and lease agreements
• Update Master List of Fixed assets, ongoing and completed projects
• Handle Leasing administration and tenant concerns
• Assist in and coordinate on company ISO application, audit and renewal
• Handle admin petty cash fund
• Others duties that may be assigned

• Developing and maintaining comprehensive project documentation, including plans, schedules, reports, and records
• Coordinating with project teams to gather, organise, and distribute project information and records
• Ensuring compliance with company policies, procedures, and industry standards
• Implementing effective document control and archiving systems to maintain accurate and accessible project records
• Collaborating with cross-functional teams to address project-related queries and resolve any discrepancies
• Determines project responsibilities by identifying project phases and elements, assigning personnel to phases and elements, and reviewing bids from contractors.
• Determines project specifications by studying product design, customer requirements, and performance standards.
• Completes technical studies and prepares cost estimates.
• Determines project schedule by studying project plan and specifications, calculating time requirements, and sequencing project elements.
• Maintains project schedule by monitoring project progress, coordinating activities, and resolving problems.
• Controls project plan by reviewing design, specifications, and plan, scheduling changes, and recommending actions.
• Identify key variances on the project programs, undertake variance analysis, communicate to Integrated Delivery teams 
• Generating insightful project reports and presenting them to management

Our Company is located at CAVITE AREA. If you are willing to relocate, please send your resume.

Company name: M2 Fabrication Inc.

Address: Lot 2 Block 16 Phase 4 Main Avenue, Rosario, Cavite 4106

• Responsible in controlling and maintaining Integrated Management documents (ISO)
• Have at least training related to Quality Management System & Environmental Management System
• Control the issuance and retrieval of controlled documents.
• Monitor the retention period of documents in Storing Area.
• Receive request of new document for encoding.
• Responsible for the safekeeping of all external documents and internal documents.
• Responsible in checking submitted documents with respect to Doc. Control Procedure.
• Responsible in the assignment and control of document number.
• Responsible in updating master list upon creation, revision and obsolescence of documents.
• Responsible in the control of soft copies of controlled document
• Perform related duties as may be assigned by the Top Management.

• The Computer Clerk will manage data entry and administrative tasks while ensuring the accuracy and efficiency of computer-based operations. Responsibilities include:
• Inputting and updating data into company systems and databases.
• Managing digital files and records for easy accessibility.
• Generating reports and ensuring data accuracy.
• Assisting in basic troubleshooting of office computer systems.
• Coordinating with other departments for documentation and data-related tasks.