Document Control Admin

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Support the Document Controller with daily document management tasks related to active customer, supplier, and project packages.

• Prepare and distribute document transmittals to clients and other relevant stakeholders.

• Develop, maintain, and update Vendor Data Document Registers, including document statuses, revisions, submissions, and return details.

• Receive documentation from suppliers and verify filenames, document numbers, revisions, titles, dates, and metadata.

• Edit and format PDF documents utilizing approved headers, document numbers, filenames, and cover details.

• Organize structured project folders and document libraries in SharePoint with proper version control.

• Register both incoming and outgoing documents while keeping traceable records of issues, revisions, reviews, and approvals.

• Verify documentation against client specifications, document schedules, and submission requirements.

• Collaborate with the Document Controller, project staff, suppliers, and internal stakeholders to address discrepancies.

• Monitor outstanding documents, customer feedback, supplier revisions, and due dates.

• Assemble document packages for internal review and secure approval prior to external distribution.

• Assist with project handover and close-out by confirming final records and necessary documentation.

• Adhere to document naming, numbering, retention, access-control, and document-management protocols.

• Execute other duties pertinent to the position as required.

⛳️ Requirements

• A Bachelor’s degree in Business Administration, Information Management, Records Management, Engineering, Project Management, or a related field is mandatory.

• A minimum of 3 years of relevant experience in document control, records coordination, project documentation, or a similar documentation-centric role is required.

• Proven experience in maintaining document registers, transmittals, revision histories, and controlled project records is essential.

• Strong skills in PDF editing and formatting using Adobe Acrobat or similar software are required.

• Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, Teams, and SharePoint, is necessary.

• A solid understanding of document naming, numbering, revisions, metadata, version control, and filing principles is crucial.

• Exceptional attention to detail and the ability to identify errors related to formatting, numbering, revisions, and completeness are essential.

• Strong organizational and time-management abilities, with the capacity to manage multiple project packages and client deadlines, are required.

• Capability to consistently follow detailed customer-specific document requirements, procedures, and approval workflows is essential.

• Excellent written communication and stakeholder coordination skills, including professional follow-up with suppliers and internal teams, are critical.

• Ability to work independently, maintain accurate records, and promptly escalate any missing information or deadline risks is vital.

• Experience with project-based documentation in engineering, manufacturing, mining, industrial, construction, or similar fields is highly valued.

• Familiarity with maintaining Vendor Data Document Registers or equivalent customer and supplier document schedules is highly regarded.

🏝️ Benefits

• Work from home

• Mon - Fri: 9:00 AM – 6:00 PM ACST

• HMO with 2 free dependents and medical reimbursements

• Government-mandated benefits

• Opportunities to collaborate with leading companies in Australia and beyond

• Training programs for career advancement

• Engaging company outings, team activities, and wellness sessions

• Supportive and inclusive culture

• Dedicated managers focused on your growth and success

• Competitive pay and benefits

• Additional entitlements

• Structured career development programs

• Equal opportunity workplace

• Cultural diversity and inclusive workplace