Office Assistant /Document Controller

Administrative Support:

• Manage office communications, including answering phones, directing calls, and responding to emails.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Maintain office supplies inventory and order new supplies as needed.
• Handle incoming and outgoing mail and packages.

Document Control:

• Develop and maintain a systematic and organized filing system for both electronic and paper documents.
• Ensure that all documents are up-to-date, properly filed, and easily accessible.
• Manage the distribution of documents to relevant parties.
• Ensure compliance with company policies, procedures, and standards for document control.
• Assist in the preparation, editing, and formatting of documents, reports, and presentations.
• Track and monitor the status of documents through various stages of review and approval.
• Conduct regular audits to ensure documentation accuracy and completeness.

Record Keeping:

• Maintain and update records, logs, and databases.
• Archive inactive documents and records according to company policies and legal requirements.
• Ensure confidentiality and security of sensitive information.
• Quality Assurance:
• Perform quality checks on documents and data to ensure accuracy and consistency.
• Implement and follow up on corrective actions for document discrepancies.

Collaboration and Communication:

• Collaborate with various departments to ensure seamless document flow and control.
• Communicate effectively with team members, managers, and external stakeholders.
• Provide training and support to staff on document control procedures and best practices.