Quality Document Controller

I.        JOB SUMMARY:

·         The Quality Document Controller is responsible for the effective control, organization, monitoring, maintenance, and retrieval of quality, audit, compliance, regulatory, and company documentation of Big Ant Mining Corporation (BAMC).

·         The Quality Document Controller shall work closely with HR & Administration, Safety, Operations, Accounting, Environmental, Project/Site Personnel, and other concerned departments to ensure that documentation requirements are properly controlled and maintained.

    II.        JOB RESPONSIBILITIES:

A. Quality and Document Control

1.    Establish and maintain a systematic Quality and Document Control System for BAMC.

2.    Maintain the Master Document Register for controlled company documents.

3.    Control the issuance, revision, distribution, retrieval, and archiving of controlled documents.

4.    Ensure that only the current and approved versions of documents are maintained as active records.

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

6.    Maintain a standardized naming, numbering, filing, and indexing system for electronic and physical documents.

7.    Ensure proper segregation of active, obsolete, superseded, confidential, and archived documents.

8.    Monitor document revisions and maintain a complete revision history.

9.    Ensure that controlled documents are properly approved before distribution or implementation.

10.  Maintain document confidentiality and prevent unauthorized access, alteration, duplication, or distribution.

B. Audit and Compliance Documentation

1.    Serve as the primary document control personnel for client, regulatory, internal, and external audits.

2.    Maintain the Master Audit and Compliance Document Checklist.

3.    Consolidate audit requirements from different departments.

4.    Coordinate with responsible personnel for the submission of required documents.

5.    Review documents for:

·         Completeness

·         Accuracy

·         Proper signatures

·         Dates

·         Validity

·         Supporting documents

·         Correct document version

6.    Prepare and maintain audit-ready physical and electronic folders.

7.    Ensure immediate retrieval of documents requested by auditors and authorized company representatives.

8.    Maintain records of documents submitted or presented during audits.

9.    Track audit findings, observations, corrective actions, and supporting evidence.

10.  Monitor the submission and closure of required corrective action documentation.

11.  Maintain an Audit History File containing previous audit requirements, findings, responses, corrective actions, and closure evidence.

12.  Monitor upcoming audits and ensure that required documents are prepared ahead of schedule.

C. DOCUMENT EXPIRATION AND RENEWAL MONITORING

1.    Maintain an updated Document Expiry and Renewal Tracker.

2.    Monitor expiration dates of permits, licenses, certificates, training records, insurance documents, medical/APE certificates, and other applicable records.

3.    Provide timely reminders to responsible departments regarding upcoming expirations.

4.    Escalate overdue or expiring critical documents to the appropriate department head or Management.

5.    Maintain records of renewed or replaced documents.

D. Records Management

1.    Maintain organized physical and electronic records.

2.    Ensure proper scanning, indexing, naming, and storage of documents.

3.    Maintain appropriate backup of critical electronic records.

4.    Ensure documents can be retrieved efficiently when requested.

5.    Archive records in accordance with BAMC's document retention requirements.

6.    Maintain confidentiality of employee, client, financial, operational, and other sensitive company records.

7.    Ensure proper disposal of documents that have reached the end of their approved retention period, subject to authorization.

   III.        JOB QUALIFICATIONS:

·         Bachelor’s degree in Business Administration, Office Administration, Management, Quality Management, HR or related field

·         Relevant experience in document control or administrative work may be considered.

·         At least 1-3 years of experience in document control, administrative work, compliance documentation, audit documentation or related position.

·         Experience handling clients’ audits, DOLE Compliance, ISO documentation, construction/mining documentation or regulatory requirements is an advantage.

·         Proficiency in Microsoft Office, particularly Excel and Word.

·         Knowledge of document control and records management systems.

·         Ability to develop and maintain trackers, registers, and compliance matrices.

·         Knowledge of electronic document management and cloud-based filing systems.

·         Strong skills in PDF management, scanning, indexing, and electronic filing.

·         Familiarity with quality management documentation is an advantage.

  IV.        PERSONAL ATTRIBUTES:

·         High integrity and professionalism

·         Ability to maintain confidentiality

·         Proactive in identifying missing or expiring documents

·         Able to coordinate effectivity with multiple departments

·         Strong organizational and time-management skills

V.        COMPENSATION & 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