Full-Time Documentation Associate

Documentation Associate for the Planning, Governance and Analytics (PGA) SC Ph.

Manage and maintain all documentation related to PGA processes, projects, and initiatives.

Ensure accuracy, integrity, and accessibility of documents, adhering to established document control procedures and standards.

Key Duties and Responsibilities

1. Document Management: Establish and maintain document control processes and systems for proper creation, review, approval, distribution, and archiving of PGA documents. Develop and implement document control procedures and guidelines.
2. Document Control Systems: Utilize document management software to manage and track PGA documents. Ensure proper version control, access rights, and security measures.
3. Document Creation and Review: Collaborate with PGA teams to create, format, and review documents, ensuring accuracy, consistency, and adherence to standards. Coordinate review and approval, track changes, and ensure timely completion.
4. Document Distribution: Facilitate document distribution to stakeholders, ensuring proper naming conventions, file organization, and access controls. Maintain a central repository.
5. Document Change Control: Manage document change requests, documenting changes, revision history, and approvals. Collaborate to communicate and implement approved changes.
6. Document Retrieval and Archiving: Establish and maintain an efficient retrieval system. Archive outdated documents in compliance with record retention policies.
7. Quality Assurance: Perform regular quality checks to ensure compliance with procedures, standards, and formatting. Identify and resolve inconsistencies.
8. Compliance and Auditing: Support compliance with regulations and industry best practices. Collaborate with auditors to provide documentation and address inquiries.
9. Training and Awareness: Conduct training sessions or provide guidance to PGA teams on document control.

Qualifications

• Bachelor's degree in business administration, information management, or related field.
• Relevant certifications or training in document control are a plus.
• Proven experience as a Documentation Associate or similar role, preferably within Planning, Governance and Analytics or a regulated industry.
• Strong knowledge of document control principles, standards, and best practices.
• Familiarity with document management systems (e.g., SharePoint, Documentum).
• Excellent organizational skills, attention to detail, and accuracy.
• Proficiency in document formatting, editing, and version control.
• Strong communication and interpersonal skills, ability to collaborate with stakeholders.
• Familiarity with record management and retention policies.
• Ability to handle multiple priorities and meet deadlines.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Understanding of compliance requirements and regulatory frameworks relevant to document control.
• Discretion and respect for confidentiality.
• Critical Skills
• Results orientation
• Process development mindset
• Collaborative relationship-building
• Leadership and organizational capability development
• Strong business acumen
• Able to Travel on Sites (Taguig, Tarlac, Cebu)

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