admin asst/ Document ControllerAboitiz Construction, Inc.

Job Purpose and Scope
To provide comprehensive administrative support and manage documentation processes for Integrated Facilities Management (IFM). The role focuses on ensuring efficient operations, maintaining accurate records, and supporting the overall goals of the facilities management team.
Scope
The IFM Administrative Assistant and Document Controller is responsible for handling various administrative tasks, coordinating communication, and managing documentation for the facilities management team. This role involves maintaining accurate records, ensuring compliance with regulations, and providing support for maintenance and operational activities.
 
Responsibilities
Administrative Support:
Assist with daily administrative tasks, including data entry, filing, and document management.
Prepare and process reports, memos, and correspondence as required.
Coordinate meetings, appointments, and travel arrangements for the IFM team.
Document Control:
Develop and maintain a document control system to ensure the accurate and efficient management of records.
Ensure all documents are properly stored, indexed, and accessible to authorized personnel.
Monitor document flow and ensure timely processing and distribution.
Communication:
Serve as a point of contact for internal and external communications, including phone calls, emails, and inquiries.
Coordinate communication between the IFM team, contractors, vendors, and other departments.
Record Keeping:
Maintain accurate records of maintenance activities, work orders, and compliance reports.
Ensure proper documentation of safety inspections, audits, and regulatory compliance.
Customer Service:
Provide courteous and professional service to staff, contractors, and visitors.
Address and resolve administrative and documentation-related issues promptly.
Compliance and Reporting:
Ensure all documentation and records comply with airport regulations and industry standards.
Prepare and submit regular reports on administrative and documentation activities.