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Admin and Documents Controller
1 week ago
Job Duties/Responsibilities will include:
Manage the flow of documentation within the organization
Responsible for constructing, creating and updating of documentation within the company
Documentation safeguarding & movement
Copy, scan, print, distribute and store documents as required
File documents in physical and digital records
Ensure accuracy and edit documents
Scan and upload documents according to company procedure
Collect and register all technical documents such as drawings and blueprints in the company's system as per procedural requirements
Document maintenance and control
Review and update documents
Keep other personnel updated on new document versions and how to obtain access
Handle records across various departments
Create templates for use across the organization
Retrieve files as requested by management and employees
Maintain confidentiality regarding sensitive documents
Establish and maintain record retention timelines; Stakeholder liaising
Capture and collate gathered data information and report writing
Ongoing maintenance of SHE data and information
Provide daily, weekly and monthly reports to stakeholders
Provision of ad hoc reports as and when required
Ensure effective utilization of SHE systems and provide training
Ongoing recommendation of system improvement
Responsible for the embedding of SHE business systems and business processes
Ongoing maintenance of documents with adequate change control
Effective administration of documentation to ensure availability and tracking
Monitor due dates on outstanding actions and audit findings
Scheduling and coordination of Standard Committee Meetings
Grade 12
ISO 9001
Diploma in Office Management and Document Management Systems;
3-5 years administrative related experience of which 3 years must be in the SHE ambit with Document Management System experience
Presentation and report writing skills
Knowledge of Isometrics and SharePoint will be advantageous
In possession of a valid driver's license
Must be medically fit
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