The Safety & Documentation Officer is responsible for overseeing Environmental, Health & Safety (EHS) compliance, documentation control, and support for Quality Management System (QMS) implementation across Eureka Coldega Corporation.
This position ensures that workplace operations comply with DOLE OSH standards, HACCP, GMP, GSDP, ISO 9001:2015, environmental guidelines, and other food safety and regulatory requirements relevant to cold storage operations.
The role also acts as the Documentation Controller ensuring all controlled documents, records, forms, and permits are properly managed, updated, distributed, and audit-ready.
DUTIES AND RESPONSIBILITIES:
EHS Compliance & Safety Program Management
- Implement and monitor Workplace Safety Programs aligned to DOLE OSH requirements.
- Conduct daily safety inspections in warehouse, engineering areas, cold rooms, and loading docks.
- Lead hazard identification, risk assessment, and safety incident investigations (NCR/CAPA).
- Monitor compliance with PPE, GSDP, SSOP, and cold room entry procedures.
- Support emergency preparedness: fire drills, earthquake drills, and leak response.
- Ensure SDS sheets are updated and accessible for all chemicals used (sanitation & refrigeration).
- Conduct safety orientation for employees, contractors, and visitors.
Documentation Control (QMS)
- Serve as Document Controller for all SOPs, forms, checklists, manuals, and regulatory documents.
- Maintain the Document Master List and ensure controlled distribution.
- Monitor document revisions, approvals, version control, and proper filing.
- Archive completed forms and ensure secure retention per document retention policy.
- Ensure documentation alignment with ISO 9001, HACCP, FSMS, and regulatory compliance.
Audit & Regulatory Compliance Support
- Support QMS internal audits and site readiness for NMIS, BFAR, BPI, FDA, DOLE, DENR inspections.
- Prepare documentation packages and records for regulatory audits.
- Ensure timely submission of permits and compliance documentation.
- Track status of compliance certificates and renewals.
- Coordinate with QA & Compliance Supervisor on audit findings and corrective actions.
Environment & Waste Management
- Monitor waste handling, segregation, sanitary conditions, and pest control records.
- Support DENR compliance including wastewater, emissions (if any), environmental reports.
- Track and report EHS performance indicators (incident rate, near-misses, waste volumes, etc.).
- Safety Management (DOLE-OSH Requirements)
- Act as Safety Officer of the organization as required by DOLE OSH Standards.
- Implement and monitor DOLE compliance under RA 11058 and its IRR: Job Hazard Analysis (JHA); Tool Box Meetings; Permit-to-Work (PTW) System; Lock-Out/Tag-Out (LOTO); Cold room entry procedures
- Conduct periodic Safety Risk Assessments and maintain accident logs.
- Lead Incident / Accident / Near-Miss Investigation, ensure RCA and CAPA implementation.
- Maintain compliance and documentation for DOLE OSH reporting: Annual Work Accident Report (WAIR) and Annual Medical Report (AMR)
- Lead Emergency Response Team coordination, fire and earthquake drills, and ammonia/CO₂ safety preparedness.
Pollution Control & Environmental Compliance (DENR Requirements)
- Serve as Pollution Control Officer (PCO) in accordance with DENR Administrative Order 20•4-02 and relevant environmental laws: RA 9275 – Clean Water Act; RA 8749 – Clean Air Act; RA 6969 – Toxic Substances and Hazardous Waste Act; RA 9003 – Solid Waste Management Act
- Monitor and document wastewater discharge, emissions (if any), and disposal activities.
- Coordinate with accredited waste haulers & ensure proper segregation of: Non-hazardous wastes, Hazardous wastes from refrigeration/mechanical operations, Used PPE, chemicals, filters, and bulbs.
- Maintain Environmental Management records: Pollution Control Logbook; Hazardous Waste Manifest; Quarterly Self-Monitoring Reports (SMR); PCO Accreditation documents; Permits for Generator Sets, Wastewater Treatment (if applicable), and Storage Areas.
- Facilitate DENR inspections and ensure timely compliance with environmental permits and renewals.
- Support energy conservation initiatives and sustainability efforts such as power usage monitoring (solar utilization if applicable).
Regulatory Interfaces & Stakeholder Communication
- Coordinate with: DOLE for OSH programs, inspections, penalties prevention; DENR-EMB for environmental reporting and compliance status; LGUs for health sanitation, storage licensing, and emergencies; NMIS/BFAR for food safety operational support impacts related to temperature and hygiene.
- Ensure the facility is audit-ready at all times: 24/7 operational compliance.
Training & Awareness
- Conduct toolbox talks, safety awareness programs, FSMS refreshers, and GMP/SSOP reinforcement.
- Maintain training attendance records and update the Training Matrix.
- Support HR and QA in ensuring medically fit personnel and compliance to employment health standards.
Incident Response & Reporting
- Participate as a member of the Emergency Response Team (ERT).
- Respond to emergencies involving refrigeration leaks, fire, injuries, or unsafe conditions.
- Prepare Accident/Incident Reports, Root Cause Analysis (RCA), and CAPA monitoring.
MINIMUM QUALIFICATIONS:
- Bachelor’s Degree in Environmental Science, Industrial Engineering, Food Technology, Safety Management, or related field.
- BOSH / COSH certification required (or willing to complete within 3 months).
- Minimum 2–3 years of experience in safety, documentation control, or compliance in: Cold storage, FMCG / manufacturing, and Logistics / warehousing
- Knowledge of ISO 9001, HACCP/FSMS, GMP, SSOP standards.
- Experience in internal audits is an advantage.
- The incumbent will be assigned in Balagtas, Bulacan