Document Management Officer

They are responsible for establishing and maintaining systems for organizing, storing, securing, and retrieving an organization's documents, both physical and digital, to ensure efficiency, compliance, and accessibility. They manage electronic document management systems (EDMS) and other data infrastructure, train colleagues, ensure information security, and often play a key role in complying with data privacy regulations. This role requires a blend of technical skills, strong organizational abilities, and people skills to serve as an information custodian for the company.

Responsibilities

• System Development & Management: Creating and managing electronic document management systems (EDMS) and electronic records management systems (ERMS) to organize digital information.
• Document Lifecycle: Overseeing the entire lifecycle of documents, from creation and collaboration to approvals, archiving, and final disposal.
• Information Organization: Ensuring all company documents, such as financial records, contracts, and employee information, are logically filed, accessible, and trackable.
• Compliance & Security: Maintaining confidentiality and accuracy of critical and sensitive information, ensuring compliance with data privacy regulations and internal policies.
• Training & Support: Training colleagues on document management systems and best practices, acting as a go-to person for navigating digital documents.
• Document Control: Implementing and enforcing consistent policies and procedures for document control across the organization.
  
  

Job Requirements

• Technical Proficiency: Familiarity with EDMS and other digital record management tools.
• Organizational Skills: Strong attention to detail, ability to maintain order, and excellent filing and record-keeping skills.
• Communication Skills: Clear communication for training and working with various internal teams and potentially external stakeholders.
• Critical Thinking: Ability to analyze processes and find efficient solutions for document management.
• Educational Background: Bachelor's Degree in Office Administration, Legal Management, Information Management, Records Management, or equivalent
  
  

Skills/Experience

• With at least 2 years experience in Document Organization using a an Electronic Management System
• Willing to travel to project sites when needed
• Will be office-based (Makati City)
• Reports to the Commercial and Contracts Manager