Documentation & Compliance Specialist

Job Overview

We are seeking a detail-oriented Documentation & Compliance Specialist to oversee standard regulatory filings, corporate registrations, and Quality Management System (QMS) documentation. This role is responsible for end-to-end processing of Local Government Unit (LGU) permits, SEC filings, and government incentives (BOI/PEZA), while ensuring ISO-compliant document control across internal departments.

Key Responsibilities

1. LGU & Local Government Permitting

• Secure and renew LGU permits (Mayor’s/Business Permit, Sanitary, Fire Safety Inspection, Barangay Clearance, Zoning, Building/Occupancy permits).
• Coordinate directly with municipal/city halls for on-site submissions, follow-ups, and inspection clearances.
• Monitor renewal schedules to ensure zero downtime or compliance penalties.

2. Corporate & Regulatory Filings (SEC, BOI, PEZA)

• Prepare and submit statutory filings to the Securities and Exchange Commission (SEC), including GIS (General Information Sheet), AFS (Audited Financial Statements), and amendments to Articles/By-laws.
• Process registration, reporting, and incentive-related requirements for PEZA (e.g., Letter of Authority, Farm-In/Farm-Out, monthly movement reports, tax incentives) or BOI (e.g., ITH availment, project status reports).
• Serve as the main focal point for communications and audits with SEC, PEZA, BOI, and related government bodies.

3. ISO Document Control & Quality Systems

• Maintain and audit the company’s Electronic Document Management System (EDMS) in alignment with ISO 9001 (or related standards like ISO 14001/45001).
• Manage version control, archiving, distribution, and destruction of Standard Operating Procedures (SOPs), manuals, and policy forms.
• Support internal and external ISO audits by preparing master lists, audit trails, and document evidence.

Required Qualifications

• Education: Bachelor’s Degree in Business Administration, Legal Management, Public Administration, Industrial Engineering, or related fields.

• Experience: Minimum 2–4 years of experience handling government relations, corporate compliance, or document control in the Philippines.

• Core Competencies:

  • Hands-on experience dealing with LGU offices, SEC online portals (e.g., eFast), and PEZA/BOI submission systems.
  • Solid understanding of ISO 9001:2015 documentation rules (master lists, change requests, versioning).
  • Excellent organizational skills, detail-oriented mindset, and ability to meet strict regulatory deadlines.

• Skills: Proficient in MS Office/Google Workspace, PDF management tools, and Electronic Document Control platforms.