Documentation Officer

Based on the uploaded PDF, here are the Key Duties and Responsibilities as stated in the document:

Key Duties and Responsibilities

Documentation Management

• Oversee the preparation, review, printing, routing, execution, monitoring, and safekeeping of Contract to Sell (CTS), addenda, acknowledgments, certifications, authority forms, and other approved sales or transaction documents for SUMV, SRC, JNC, and S3RC.
• Ensure that names, unit details, project information, pricing, payment terms, schedules, signatories, and supporting documents are complete and consistent with approved records.
• Use only approved templates and ensure that unauthorized revisions, commitments, discounts, or changes are not inserted into company documents.

Contract to Sell and Document Execution

• Coordinate the completion, signing, witnessing, and release of Contract to Sell (CTS) and related documents.
• Monitor unsigned, incomplete, returned, corrected, and pending documents and follow up with the concerned personnel or department.
• Escalate material discrepancies, missing approvals, legal concerns, or unusual transactions before documents are finalized or released.

Notarization and Original Document Control

• Coordinate the timely notarization of approved documents and verify that notarized copies are complete, properly recorded, and returned to company custody.
• Maintain a clear receiving, routing, release, and custody record for original documents.
• Ensure that original and confidential documents are stored securely and released only to authorized persons.

Records, Monitoring, and Reporting

• Maintain updated master trackers showing the status, aging, location, and next action for each document or account.
• Provide regular status reports on completed, pending, delayed, returned, and problematic documents.
• Ensure that scanned and physical files are properly labeled, organized, backed up, and readily retrievable.

Team Supervision and Coordination

• Provide work direction, review, and guidance to the Sales Administration Associate in relation to documentation processing and administrative support.
• Coordinate with Sales, Accounting, Legal, Titling, Property Management, project teams, and Management to resolve documentation concerns.
• Monitor workload, deadlines, quality, and completion of assigned documentation tasks.

Confidentiality, Compliance, and Other Duties

• Protect buyer, seller, project, pricing, and company information and comply with data privacy and records-control requirements.
• Follow all approval protocols, company policies, and Management instructions.
• Perform any other duties, responsibilities, projects, or assignments that may be given by the immediate supervisor, General Manager, or Management from time to time.