Office Admin Document Controller
6 months ago
The Office Administrator cum Document Controller is responsible for ensuring efficient office operations and managing the company's documentation processes. This dual role combines administrative support with document control duties to maintain organized and effective business functions.
**Key Responsibilities**:
**Administrative Duties**:
**Office Management**:
- Oversee daily office operations to ensure a smooth workflow.
- Manage office supplies and equipment, ensuring adequate stock and functionality.
- Coordinate maintenance and repairs for office facilities and equipment.
- Implement and maintain office policies and procedures.
**Support Services**:
- Provide administrative support to staff, including scheduling meetings, arranging travel, and preparing documents.
- Assist in the preparation of reports, presentations, and correspondence.
Greet and assist visitors, ensuring a professional and welcoming environment.
**HR and Financial Support**:
- Assist with HR-related tasks such as maintaining employee records, coordinating interviews, and onboarding new employees.
- Support financial activities by processing invoices, managing petty cash, and assisting with budget tracking.
**Document Control Duties**:
**Document Management**:
- Develop and maintain a document management system for both physical and electronic documents.
- Ensure that all documents are properly categorized, stored, and easily retrievable.
- Implement and enforce document control procedures and standards.
**Documentation Process**:
- Track and manage document lifecycle, from creation to archiving.
- Review and update documents to ensure accuracy and compliance with company standards.
- Control access to documents, ensuring confidentiality and security.
**Quality Assurance**:
- Conduct regular audits to ensure document accuracy and compliance with industry regulations.
- Implement corrective actions to address discrepancies in documentation.
**Coordination and Communication**:
- Coordinate with various departments to gather and distribute necessary documentation.
- Communicate document control policies and procedures to staff, providing training and support as needed.
**Skills and Qualifications**:
**Education**:
- Bachelor's degree in Business Administration, Management, or a related field.
**Experience**:
- Proven experience in office administration and document control.
- Familiarity with document management systems and office software (e.g., MS Office, SharePoint).
**Skills**:
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Attention to detail and a high level of accuracy.
- Ability to work independently and as part of a team.
- Knowledge of document control standards and practices.
**Other Requirements**:
- Understanding of data protection and confidentiality principles.
- Ability to adapt to changing priorities and handle multiple tasks simultaneously.
**Reporting Structure**:
- Reports to: Office Manager/Director of Operations
- Supervises: Office Assistants (if applicable)
**Working Conditions**:
- Full-time position, typically within standard business hours.
- May require occasional overtime to meet deadlines.
- Office-based role with potential for occasional travel.
Pay: AED3,000.00 - AED5,000.00 per month
**Education**:
- High school or equivalent (preferred)
**Experience**:
- Office Admin: 1 year (preferred)
**Location**:
- Dubai (preferred)
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