Documents Filing/ Admin Controller

2 weeks ago


Durban, KwaZulu-Natal, South Africa RJPersonnel Full time
3years

  • 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

Qualifications and Experience:

  • Grade 1
  • ISO 900
  • Diploma in Office Management and Document Management Systems;
  • 35 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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