RECORD CUSTODIAN

Qualified applicants may submit or email their comprehensive resume to:

Human Resources Department
Tamayo’s Business Center, Plaza San Luis Complex, General Luna St. corner Real St, Intramuros, Manila

10:00 AM –1:00 PM / Monday - Friday

Email: [email protected]

Primary Responsibility and Accountability

• Receives documents that are identified to be confidential and as reference that are for storage purposes for at least 12 months.
• Retrieves, verifies and catalogues all incoming files and documents in proper place in storage, logs location and ensures that storage is lock and secure.
• Receives document, files and reports from supervisors, managers and personnel authorizing the storage, release, and disposal of document, files and reports.
• Releases document, files and reports to rightful authorized personnel in accordance with departmental policy.
• Temporarily releases document, files and reports to Department Heads or authorized personnel in accordance with departmental policy.
• Prepares document, files and reports for disposal and makes arrangements with the Corporate Administrative Manager for approval.
• Updates computerized and manual inventory reports and logs on document, files and reports received, released, and destroyed periodically.
• Provides information to representatives and correspondents from Department Heads in regard to matters concerning document, files and reports.
• Acts as custodian of records and ensures the departments complies with request and return procedures; receives, retrieves and maintains all records, document, files and reports, seals and coordinates such activities with the Corporate Administrative Manager.
• Responsible for the maintenance of records with regard to utilization, retention, preservation, and disposition of records, document, files and reports in compliance with Company guidelines, rules and/or regulations.
• Maintains and controls sensitive records, document, files and reports within specific guidelines to ensure confidentiality and legality of procedures.
• Respond to inquiries on records maintenance issues and process records, document, files and reports requests.
• Ensure storage of department records is secure at all times.
• Review, scan and process documents and responses to requests for documents from various departments.
• Answer incoming calls with courtesy and proper phone etiquette and forward to appropriate department personnel.
• Disseminate records, document, files and reports to appropriate Departments or personnel.
• Perform complete inventory of Records Room one time every 12 months.
• Maintain records room in a condition that it is prepared for audit at all times.
• Be dependable and meet acceptable attendance requirements at all times.
• Follow all applicable safety rules and regulations.
• Protect confidential information by preventing unauthorized release, both verbal and writing.
• Perform other related duties as assigned.
• Assist in the maintenance of records with regard to utilization, retention, preservation, and disposition of records, document, files and reports in compliance with Company guidelines, rules and/or regulations specifically on “Confidentiality” provisions.

Equipment Operation and Maintenance:

• Ensure proper care, operation and maintenance of equipment assigned to unit.
• Checks condition of all equipment used under the department’s responsibility.
• Cleans, operates, and performs minor maintenance with office equipment assigned.