Documentation Staff

Key Responsibilities

1. Property Documentation

• Prepare, review, and organize property-related documents such as Deed of Absolute Sale, Contract to Sell, Lease Agreements, authorization letters, and other legal documents.
• Maintain complete and updated property files, including Transfer Certificates of Title (TCT), tax declarations, survey plans, and related records.
• Assist in verifying property documents and ensuring completeness and accuracy of requirements.
• Monitor the status of title transfers, tax declaration transfers, and other property registration processes.

2. Government and Regulatory Documentation

• Prepare and process documentary requirements for BIR, Registry of Deeds, Assessor’s Office, LGU, DAR, and other government agencies.
• Assist in processing permits, clearances, certifications, and other regulatory requirements for real estate projects.
• Monitor deadlines, submissions, payments, and releasing of government documents.
• Coordinate with government offices and follow up on pending applications and requirements.

3. Project and Permit Documentation

• Maintain organized project master files containing permits, approvals, plans, certificates, contracts, and other project documents.
• Assist in the preparation and submission of requirements for development, building, occupancy, and other project-related permits.
• Coordinate with the Engineering, Legal, Finance, and Project Management teams regarding documentation requirements.

4. Document Monitoring and Control

• Maintain an accurate tracking system for all pending, submitted, approved, and released documents.
• Ensure that documents are properly labeled, filed, scanned, and archived.
• Monitor expiration dates of permits, licenses, clearances, and other time-sensitive documents.
• Ensure confidentiality and proper handling of company and property records.

5. Coordination and Liaison

• Coordinate with clients, property owners, brokers, lawyers, government agencies, banks, contractors, and other external parties regarding documentation requirements.
• Follow up on incomplete requirements and facilitate the timely completion of transactions.
• Assist in scheduling inspections, meetings, document signings, and government submissions when required.

6. Reports and Administrative Support

• Prepare documentation status reports, monitoring sheets, checklists, and transaction summaries.
• Maintain updated databases of properties, titles, permits, and other important records.
• Prepare requests for payment, reimbursements, and other administrative documents related to government and property transactions.
• Perform other documentation and administrative duties as may be assigned by management.

Qualifications

• Bachelor’s degree in Real Estate Management, Business Administration, Legal Management, Office Administration, or a related field.
• Fresh Graduates are welcome to apply, but having an experience is a plus.
• Knowledge of Philippine real estate documentation and government processes is an advantage.
• Proficient in Microsoft Office, particularly Word and Excel.
• Strong organizational and record-keeping skills.
• Keen attention to detail and accuracy.
• Good written and verbal communication skills.
• Able to coordinate effectively with internal and external parties.
• Can handle multiple tasks and meet deadlines.
• Willing to conduct fieldwork and transact with government offices when required.
• Can work independently with minimal supervision.