I. BASIC PURPOSE / JOB BRIEF:

The Assistant Document Controller is responsible for Managing, Organizing, and Maintaining the Facility Management’s Documents. They ensure that Documents are up-to-date, Properly stored, and easily retrievable as and when deeded. Also, he/she is responsible for labeling, organizing and tracking the flow and safekeeping of documents, including spreadsheets, engineering files, technical files, construction related drawings. Make sure to print and secure documents both soft and hard copies for viewing and shred them for security purposes. They are usually serve as gatekeepers, retrieving documents for employees when requested.

II. MAJOR RESPONSIBILITIES AND DUTIES:

Documentation Management

• • • Create, manage, and maintain documents according to the Department’s prescribed procedures and processes.
    • Organize and maintain the Department’s and Company’s Documentation Database and Filing System.
    • Ensure that all Departmental Documents are accurate, complete, and up-to-date at all times.
    • Processes protocols and reports, scans and uploads Document to Master Control. Either soft copies or hard copies – Folders, System, Software.
    • Supports users request for documentation and updates areas within the facility.
    • Review and ensuring all documents online and hard copies are updated and well arrange for easy tracking.
• • • Prepare reports on Document Control Activities
    • Performs other reasonable job duties as assigned by superiors from time to time.
    • Lead and control documents flow, which includes reviewing of all FM Related and other documents for Signature and approval of FM Department Heads and Division Head.

III. JOB SPECIFICATIONS

Educational Requirement:

• Bachelor’s Degree in a related field or equivalent work experience, 4 Years Course Preferred.

Experience Requirement:

• At least 2-3 years related work experience in Office work, documentations, and control.
• Strong knowledge of Document Control Processes.
• Proficient in Microsoft Office and other relevant softwares.
• Ability to work with large volumes of data and documents.
• Knowledge of Engineering disciplines like Constructions, Civil, Mechanical, and Electrical.

Skills and Attributes:

• Experience in Document Control or Records Management preferred.
• Must be detailed-oriented and possess strong organizational and time management skills
• With the ability to prioritize and manage completion of multiple tasks.
• Ability to use computers and related technology efficiently.
• Strong interpersonal skills.
• Excellent written and verbal communication skills.