About the Role
Drake Business Services Asia is a leading provider of managed services in the Philippines, helping our clients to focus on what they do best.
We’re looking for a highly motivated Document Controller to efficiently manage and organize documents and information. This person will be responsible for the timely, accurate, and efficient preparation of documents needed for the fulfillment of service requirements. This includes sorting, encoding, filing, uploading, storing, and retrieval and dispatch of both hard and soft copy documents produced by different departments.
Why Join Our Team?
We value our team members and are committed to fostering your career aspirations. We offer:
- Opportunities to work within leading international brands.
- Ongoing training and support to continually grow your skills and abilities.
- Strong career growth opportunities.
- Employee recognition and reward program.
- Future opportunities to transfer to other prestige clients.
Responsibilities
Your day-to-day duties will include:
- Mailroom operations
- Perform tasks and activities based on established and agreed Standard Operating Procedure and Process
- Facilitate all mailroom transactions in an accurate, complete manner, and in accordance to determined cut-off times and turnaround times
- Ensure that all mail/items and related documents are always safe and secure
- File all pertinent documents properly
- Invoicing and collection processing
- Collect, process, and distribute incoming and outgoing mail/item and apply principle of accuracy, completeness, timeliness, safety, and security at all times
- Validate and receive incoming mail/items: Stamp, sign, and secure transmittal slips
- Sort mail/item to respective bins/pigeonholes
- Encode and record all mail/item received
- Check and prepare mail/item for dispatch (insertion to pouches, bags, clustering mail/ item)
- Ensure proper handover procedure during dispatch of mails and secure receiving copies
- Monitor and update status of mail/item
- Coordinate with client regarding mail/item and/or related transactions
- Ensure that all transmittal forms, proof of deliveries, and supporting documents are fully signed with complete details and acknowledged by the recipient
- Uploading of invoices in system
- Preparation of supporting attachment and documents and processing of requests related to invoices and collection
- Issuance of official receipts, monitoring of status and dispatch of official receipts as needed
- Administrative tasks
- Perform administrative and office support activities for DBSA management such as submission of documents related to mailroom operations and other documents required by DBSA (log sheets, itinerary forms, reports, reimbursements, DTR, and the like)
- Ensure that all records, files, and documents related to operations are kept safe and in a secure manner in compliance with data privacy and information security policies of DBSA and the client
- Client service and support
- Build and maintain a good working relationship with DBSA’s clients
- Respond to client inquiries, requests, and feedback in a timely manner
- Provide quality service by enforcing quality and customer service standards
- Reporting
- Report incidents and escalation immediately upon discovery to immediate head
- Submit accurate and complete reports in a timely manner
- Compliance
- Compliance with company/client’s policies and standard operating procedures
- Compliance with data privacy, information security, environmental policy, and all policies applicable
- Ad-hoc tasks
- Perform ad-hoc activities that will be assigned from time to time
- Complete special assignment as assigned by immediate heads and DBSA management
Required Skills, Qualifications & Attributes
To be successful in this role, the ideal applicant will possess the following attributes and qualifications:
- At least college level, vocational diploma or short course certificate related to finance, accounting, economics or related field
- With at least 2 years' experience in credit, finance, accounting or related field
- Good verbal and written communication skills: Should be able to communicate effectively with colleagues, clients and the management to avoid errors in providing information
- Good planning and time-management skills: Able to arrange work schedule and activities in such a way that will promote job efficiency
- Attention to details
- Physically fit and able to lift average-sized boxes
- Tech-savvy: Experienced in using MS Office and mailroom applications
- Multitasker: Can take on various tasks at the same time
- Ability to work under pressure: Should be able to handle the pressure that comes with the job. Ability to plan and manage work under time constraints.
Feel free to apply even if you don’t fully satisfy these requirements – we’ll be in touch to discuss whether you’re a good fit for either this position, or a similar role with Drake Business Services Asia.
How to Apply
If this role sounds like you, please click on the "Apply" button and submit your resume today!
If you are not successful in this position, your details will be stored in our database. In the future, we may contact you for similar roles that align with your skillset and experience.
About Drake Business Services Asia
Drake Business Logistics is a leading Philippine-based managed services provider, offering complete outsourced management of non-core support functions to deliver measurable cost reductions and efficiency improvements.
Working alongside our global partners in six countries across the Asia-Pacific region, we empower our clients to focus on their core business, reassured that their support services are in the hands of an industry expert.
