Document Control Officer

Project Location

Quezon City

Key Duties and Responsibilities

1. Document Management and Control

• Establish and maintain an organized document control system for construction projects.
• Receive, register, classify, file, and distribute project documents.
• Maintain electronic and hard-copy filing systems.
• Ensure that documents are properly identified using approved document numbers, titles, dates, revisions, and status.
• Monitor and maintain the latest approved versions of drawings, specifications, reports, correspondence, and other project documents.
• Prepare and maintain document transmittals for project submissions.
• Monitor the status of documents submitted to the Client, Consultant, Contractor, or other project stakeholders.
• Ensure that all document submissions are properly acknowledged and recorded.
• Maintain a complete record of incoming and outgoing transmittals.
• Properly route correspondence to the appropriate project personnel.
• Maintain registers for RFIs, material submittals, method statements, inspection requests, site instructions, NCRs, minutes of meetings, and other project records.
• Assist in compiling weekly, monthly, and other project reports.
• Ensure that project records are complete, accurate, and properly updated.
• Coordinate with project teams to ensure timely submission and retrieval of required documents.
• Follow the company’s document control procedures, project requirements, and client/consultant requirements.
• Ensure confidentiality and proper handling of sensitive project documents.
• Assist project personnel in locating and retrieving required documents.
• Support project audits by providing complete and properly organized documentation.

2. Office Supplies and Equipment Monitoring

• Monitor inventory levels of office supplies and project consumables.
• Maintain an updated Office Supplies Inventory/Stock Monitoring List.
• Prepare requests for supplies that are approaching minimum stock levels.
• Ensure that office supplies are properly stored and accounted for.
• Maintain an updated inventory of office equipment assigned to the project office.
• Monitor the condition and functionality of computers, printers, scanners, and other office equipment.
• Coordinate with IT personnel for equipment-related concerns.

3. Daily Timekeeping and Attendance Monitoring

• Monitor and record the daily attendance and timekeeping of project personnel.
• Maintain accurate daily timekeeping records, including time-in, time-out, undertime, overtime, late, and absences.
• Review and verify daily attendance records and ensure completeness of timekeeping entries.
• Prepare and submit periodic timekeeping reports to the HR/Admin or Main Office for payroll processing.
• Maintain and organize supporting documents for attendance, overtime, leave, and other timekeeping adjustments.
• Ensure confidentiality and proper safekeeping of employee attendance and timekeeping records.

Qualifications

• Bachelor’s degree in Information Technology, Computer Science, Office Administration, Information Management, or a related field is preferred.
• Fresh graduates with strong organizational, computer, and administrative skills may be considered for the positions.
• 1–2 years of experience in document control, construction administration, project administration, IT support, office administration, or a related position is preferred.
• Knowledge of document management, electronic filing, computer hardware/software, Microsoft Office Word/Excel/Powerpoint, and basic IT troubleshooting is an advantage.