Monitor and oversee daily operations for the file-keeping department, including receiving and distributing mail and correspondence to relevant individuals or departments.
Monitor file and record-keeping systems, applying procedures related to record search processes, retention, or disposal.
Retain old records for company correspondence, contracts, annual reports, and any other relevant documents in accordance with document retention regulations.
Participate in the automated archive program for a series of specified records to be preserved permanently, including organizing, preserving, and finding means to do so.
Coordinate and monitor the company's mail distribution process, implementing related procedures to improve efficiency and identify technological requirements, as well as implementing necessary changes.
Direct new administrative representatives according to a daily schedule for receiving and sending company mail or performing any tasks related to government entities.
Supervise activities in the secured room, including preserving or retrieving any new documents from agreements, contracts, and stock certificates as per each department.
Perform ad-hoc and other duties related to the job as assigned by management.
Skills
Expertise in organizing and maintaining physical and digital records with attention to detail for accuracy.
Proficiency in document handling, including scanning, filing, and indexing.
Strong data entry skills for accurate input into databases.
Knowledge of archival standards and procedures.
Effective time management and ability to meet deadlines.
Excellent communication skills for coordinating with teams.
Discretion in handling confidential information.
Strong organizational skills to manage large volumes of records.
Proficiency with archival and record management software.
