Documentation Staff

The Documentation Officer is responsible for preparing, organizing, controlling, and maintaining company documents related to bidding, client requirements, projects, contracts, permits, and administrative records. The position ensures that all documents are accurate, complete, submitted on time, and compliant with company policies and applicable regulations.

Duties and Responsibilities

• Prepare, organize, and maintain physical and electronic company documents.
• Prepare and compile bidding and tender requirements for submission.
• Review bid invitations, technical specifications, and documentary requirements.
• Coordinate with the Technical, Finance, Accounting, and Administrative Departments to gather and validate required documents.
• Ensure all legal, technical, financial, and eligibility documents are complete, accurate, and up to date.
• Prepare bid forms, proposals, transmittal letters, and other required documentation.
• Monitor bidding schedules, submission deadlines, and document validity.
• Maintain organized records of bids, contracts, client files, permits, and other company documents.
• Track the status of submitted bids and maintain a document monitoring system.
• Coordinate with clients regarding document requests, clarifications, and post-award requirements.
• Ensure compliance with company policies, client requirements, and applicable procurement regulations.
• Safeguard confidential company and client information.
• Assist in other administrative and documentation-related tasks as assigned by Management.

Qualifications

• Bachelor's degree in Business Administration, Engineering, Accounting, or any related field.
• At least 1–2 years of experience in documentation, bidding, procurement, or administrative work. Experience in engineering, construction, geotechnical, or material testing companies is an advantage.
• Knowledge of Philippine procurement laws is an advantage.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint).
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Able to work under pressure and meet strict deadlines.
• Honest, dependable, and able to maintain confidentiality.

Key Competencies

• Documentation and Records Management
• Bid and Tender Documentation
• Administrative Coordination
• Attention to Detail
• Time Management
• Organization and Planning
• Communication Skills
• Computer Proficiency
• Problem-Solving
• Integrity and Professionalism