Document Control Manager

GENERAL PURPOSE OF THE JOB:

The Document Control Manager is responsible for developing, implementing, and maintaining a comprehensive document control system that supports the organization's quality management system and other business processes. Including the implementation of procedures for the creation, review, approval, distribution, archiving, and disposal of controlled documents. The incumbent is also responsible for PHC’s knowledge base and records management system of the company.

DUTIES AND RESPONSIBILITIES

• Manages the organization's knowledge base and records management system, including the development and implementation of policies regarding retention schedules of physical and electronic documents;
• Manages the document lifecycle, from creation to archival or disposal, to ensure that documents are organized, categorized, and indexed in a systematic manner;
• Ensures that confidential information is protected from unauthorized access by developing and implementing access control policies and procedures, and monitoring user activity;
• Ensures that documents being requested are distributed to the appropriate individuals or departments in a secure and controlled manner, ensuring confidentiality, access control based on the document's sensitivity, and free from alteration;
• Develops and implements procedures for the recording, circulation, transmission, and delivery of incoming and outgoing correspondence;
• Develops and implements a document management system to maintain and archive all technical and non-technical project documentation, including contracts, site project plans, building blueprints, correspondences, permits, as-built plans (FORCEPACK), plans prepared by contractors, 201 files of locators, and government approvals, in both physical and electronic formats;
• Identifies the organization’s gaps in quality management policies and procedures and creates plans to address them;
• Leads the development of QMS policies and procedures, and document control system, and ensures that they are aligned with the organization’s overall goals and objectives;
• Ensures that the QMS policies and procedures are established, well-defined, and communicated to all employees to ensure the consistency of its application in all business units;
• Support the organization’s ISO 9001 Certification by effectively implementing ISO mandatory procedures including control of documents and records, internal audit procedures, and corrective and preventive action procedures; and
• Performs other tasks as may assigned by the immediate superior.

JOB PROFILE

Educational Background

• Must have at least an educational attainment equivalent to a college/bachelor’s degree in Library Management, Industrial Engineering, or any related course from a reputable university or institution.

Professional Background

• Must have at least ten (10) years of experience in Document Control, Records Management, and Quality Management Systems with at least one (1) year of managerial experience, preferably in a property management or real estate industry;
• Must be a Registered Librarian or a passer of Industrial Engineering Certification; and
• Preferably with ISO-QMS-related training/certification.

Knowledge Requirements

• Comprehensive knowledge of the following:
• Records Management;
• Knowledge Management;
• Document Control; and
• ISO 9001 Standards.

Skills Requirements

• Must have strong oral and written communication skills;
• Must have strong auditing skills;
• Must have strong planning, organization, and records management skills;
• Must have strong analytical and critical thinking skills; and
• Must be detail-oriented.

Ability Requirements

• Must have the ability to work under pressure and meet deadlines;
• Must have the ability to manage multiple tasks;
• Must have the ability to work independently and in a team to achieve desired results;
• Must have the ability to maintain confidentiality;
• Must have the ability to work with different levels of people in the Organization; and
• Must be proficient in using Document Tracking System or any related software.

𝐏𝐇𝐂 𝐢𝐬 𝐚 𝐂𝐨𝐦𝐩𝐚𝐧𝐲 𝐭𝐡𝐚𝐭 𝐯𝐚𝐥𝐮𝐞𝐬 𝐃𝐢𝐯𝐞𝐫𝐬𝐢𝐭𝐲, 𝐄𝐪𝐮𝐚𝐥𝐢𝐭𝐲, 𝐚𝐧𝐝 𝐈𝐧𝐜𝐥𝐮𝐬𝐢𝐨𝐧. 𝐖𝐞 𝐚𝐫𝐞 𝐜𝐨𝐦𝐦𝐢𝐭𝐭𝐞𝐝 𝐭𝐨 𝐛𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐚 𝐭𝐞𝐚𝐦 𝐰𝐢𝐭𝐡 𝐝𝐢𝐯𝐞𝐫𝐬𝐞 𝐭𝐚𝐥𝐞𝐧𝐭𝐬 𝐚𝐧𝐝 𝐬𝐤𝐢𝐥𝐥𝐬 𝐫𝐞𝐠𝐚𝐫𝐝𝐥𝐞𝐬𝐬 𝐨𝐟 𝐛𝐚𝐜𝐤𝐠𝐫𝐨𝐮𝐧𝐝𝐬 𝐚𝐧𝐝 𝐜𝐫𝐞𝐚𝐭𝐢𝐧𝐠 𝐚𝐧 𝐞𝐧𝐯𝐢𝐫𝐨𝐧𝐦𝐞𝐧𝐭 𝐭𝐡𝐚𝐭 𝐫𝐞𝐬𝐩𝐞𝐜𝐭𝐬 𝐚𝐧𝐝 𝐬𝐮𝐩𝐩𝐨𝐫𝐭𝐬 𝐢𝐧𝐝𝐢𝐯𝐢𝐝𝐮𝐚𝐥 𝐝𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞𝐬.