Document Controller - Audit & Compliance

About the role

The Document Controller is responsible for the systematic preparation, organization, filing, tracking, safekeeping, and retrieval of company documents required for internal and external audits, client compliance reviews, government inspections, and regulatory requirements. The Document Controller will serve as the primary custodian and coordinator of audit documentation and will work closely with HR, Administration, Safety, Operations, Accounting, Environmental and other concerned departments to ensure timely submission and availability of required documents.

Key responsibilities

• Maintain and organize the master file of documents required for client audits, compliance audits, DOLE Inspections and other regulatory assessments.
• Prepare and maintain an Audit Document Checklist/Tracker indicating required documents, responsible department/person, date requested, submission date, document status, expiration/renewal date, and remarks or outstanding requirements.
• Collect required documents from concerned departments and personnel.
• Review submitted documents for completeness, proper signatures, dates, validity and consistency before inclusion in the audit file.
• Ensure that audit documents are properly labeled, numbered, indexed, and arranged according to the applicable audit checklist or requirement.
• Prepare digital and physical audit folders for easy retrieval during audits.
• Monitor outstanding documents and regularly follow up with responsible personnel or departments.
• Establish and maintain a standardized filing and naming system for company compliance documents.
• Control document versions and ensure that only the latest approved versions are included in active compliance files.
• Coordinate with HR, Safety, Admin, Operations, Accounting, Environmental, and Management regarding documentation requirements.

About you

• Bachelor's degree in Business Administration or related field
• At least 1-3 years of experience in document control, administrative work, compliance documentation, audit documentation or related position.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook/email.
• Strong file organization and data management skills.
• Ability to create and maintain document trackers and compliance matrices.
• Familiarity with PDF scanning, file conversion, document indexing, and electronic filing.
• Strong analytical skills, accuracy, and attention to detail.
• Ability to work under pressure and meet deadlines.
• High integrity and professionalism.
• Ability to maintain confidentiality.

Benefits

• Competitive salary with performance-based incentives.
• Health insurance and other standard company benefits.
• Opportunities for professional growth and development.
• Dynamic and supportive work environment.
• Opportunity to Travel Locally and Internationally.