Senior Document Controller

This role is responsible for managing all official project documents for internal and external stakeholders. The role is expected to implement and manage the Document Management System while providing quality assurance measures according to company policy and procedures and project requirements. The role will be reporting to the Project Controls Manager in Manila.

Responsibilities & Duties

• Provide document management and project controls support including but not limited to receipt, inventory, audit, tracking, storage, retrieval, and distribution of both classified and unclassified electronic, paper, and other media project data and documents according to company policy, and proper procedures for the projects.
• Maintain general and technical documents and periodical subscriptions related to projects, with the use of internal document control systems or client-specific tools.
• Coordinate with Project Managers and IT/Records Management on the proper methods of protection for project records and make recommendations on media, rotation, and procedures.
• Manage the setup and maintenance of document control/records management for multiple projects and Project Managers.
• Create and maintain Document Management Systems including library distributions and participant matrix.
• Ensure that document control functions are being performed in accordance with corporate procedures and project requirements in a timely and efficient manner.
• Facilitate the flow of information and communication between clients, vendors, subcontractors, and staff for various projects.
• Organize necessary filing and archiving of technical documents.
• Assist in the coordination of documentation processes including creating automatic business workflows through SharePoint Online and Power Automate.
• Address critical and unique issues with the guidance of the Team Lead for timely resolution of escalated issues.
• Identify risks and propose ways to prevent occurrence of similar issues and concerns.
• Create and update SOP/DTP of current and new processes.
• Perform complex tasks in compliance with service level agreements, processes, policies, procedures, and SOX & internal controls.
• Resolve identified issues and keep the Team Lead updated for open or ongoing concerns.
• Work with Team Lead to develop process improvement initiatives to streamline processes, improve customer experience, and increase productivity.
• Develop and prepare reports, analyses, and presentations for periodic and ad hoc requirements.
• Lead and support key projects, audit reviews, activities, and documentation.
• Provide guidance and technical expertise to junior members of the team in completing projects and  performing (sub-process) activities.