QMS Document Controller

KEY DUTIES AND RESPONSIBILITIES

A. QMS Document Control

Maintain the company's master list/register of controlled QMS documents.

Control the creation, revision, review, approval, issuance, distribution, and withdrawal of QMS documents.

Ensure that only approved and current versions of controlled documents are available for use.

Assign appropriate document numbers, revision numbers, effective dates, and document classifications.

Maintain document revision history and change-control records.

Monitor scheduled document reviews and coordinate with document owners for timely review and revision.

Withdraw, mark, archive, or otherwise control obsolete documents to prevent unintended use.

Maintain controlled copies of policies, procedures, manuals, work instructions, forms, templates, and other QMS documents.

Ensure externally originated documents required for the QMS are identified and appropriately controlled.

Maintain the integrity, confidentiality, availability, and traceability of controlled documents.

B. Document Preparation and Review

Review submitted QMS documents for completeness and conformity with established documentation requirements.

Check document formatting, identification, revision status, approval requirements, and effective dates.

Coordinate with process owners regarding document revisions and corrections.

Facilitate routing of documents for review and approval.

Ensure that changes are properly identified and documented.

Maintain records of document review and approval.

C. Records Control

Maintain the QMS Records Master List.

Establish and monitor retention periods for QMS records based on company requirements, applicable laws, contractual requirements, and approved procedures.

Ensure records are properly identified, stored, protected, retrievable, and disposed of when authorized.

Monitor the availability and completeness of required QMS records.

Prevent unauthorized alteration, destruction, loss, or improper disclosure of controlled records.

Coordinate secure archiving and disposal of expired records.

D. Audit and Compliance Support

Prepare required QMS documents and records for internal and external audits.

Assist auditors in locating controlled documents and supporting records.

Maintain audit-related document requests and submissions.

Monitor document-related audit findings, observations, and corrective actions.

Provide documentary evidence needed to demonstrate conformity with QMS requirements.

Support periodic document-control compliance checks.

E. QMS Monitoring and Improvement

Monitor compliance with established document-control procedures.

Identify recurring document-control issues and recommend corrective actions.

Assist in maintaining document-control KPIs and reports.

Participate in QMS meetings, internal audits, corrective-action activities, and management review activities when required.

Support continuous improvement initiatives involving documentation and records management.

Recommend improvements to document-control systems, workflows, forms, and filing structures.

F. Digital Document Management

Maintain organized electronic folders and controlled-document repositories.

Apply appropriate access restrictions to confidential and controlled documents.

Ensure electronic files are properly named, version-controlled, backed up, and retrievable.

Monitor unauthorized duplication or modification of controlled documents.

Coordinate with IT regarding document-management system access, backup, and security concerns.

Maintain electronic and physical document-control systems where both are required.

MINIMUM JOB QUALIFICATIONS

Bachelor's degree in Business Administration, Industrial Engineering, Quality Management, Office Administration, or a related field.

At least 1–2 years of experience in document control, quality management, administrative control, records management, or a related function.

Experience in an ISO/QMS environment is preferred.

Knowledge of document-control and records-management principles.

Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.

Strong organizational and filing skills.

Excellent attention to detail and accuracy.

Good written and verbal communication skills.

Able to maintain confidentiality of company, employee, client, and QMS information.

Willing to coordinate with different departments and process owners.

ADDITIONAL QUALIFICATIONS:

ISO 9001 awareness or internal auditor training

Experience with manpower, HR, administrative, or service-industry documentation

Experience using electronic document-management systems

Internal Audit training/certification

Basic knowledge of Philippine regulatory and labor-related documentation.

Benefits:

• Promotion to permanent employee

Work Location: In person