Document Controller & Site Office Administrator, Construction at Seriti

Key responsibilities include:

• Document Management: Managing the creation, storage, retrieval, and distribution of documents, ensuring they are organized and easily accessible to authorised personnel.
• Document Version Control: Tracking and maintaining different versions of documents to ensure that the latest revisions are always available and that changes are properly documented.
• Document Review and Approval: Coordinating the review and approval processes for documents, ensuring that the right individuals or teams provide input and sign off on documents as needed.
• Document Distribution: Ensuring that documents are distributed to the appropriate parties, both internally and externally, and that confidentiality and security protocols are followed.
• Data Entry and Recording: Entering and updating information in document management systems or databases, keeping accurate records of document status, changes, and approvals.
• Document Retrieval: Facilitating easy retrieval of documents when needed by authorised personnel, ensuring that the document management system is user-friendly and efficient.
• Compliance and Quality Assurance: Ensuring that documents adhere to organisational standards, industry regulations, and quality control requirements.
• Archiving and Retention: Managing the archival and retention of documents in accordance with legal and company policies, including the disposal of documents that are no longer needed.
• Training and Support: Providing training and support to employees on document management systems and best practices for document control.
• Continuous Improvement: Identifying opportunities for process improvement and efficiency in document management procedures.

Office Management and Office Administration

• Greet visitors, contractors, and suppliers with a friendly and professional demeanor.
• Answer incoming phone calls, direct calls to appropriate personnel, and take messages as needed.
• Maintain the reception area's cleanliness and orderliness, ensuring it reflects a positive image of the company.
• Manage incoming and outgoing mail and packages.
• Provide general administrative support to staff, including photocopying, scanning, and faxing documents.
• Maintain open communication and collaborate with the HR department and other SG administration team members to stay abreast of incidents, work-related matters, and other relevant updates to ensure a well-coordinated and efficient office environment.

Education & Experience

• Grade 12 (NQF Level 4)
• Qualification or proof of registration towards a National Diploma in Safety Management, Administration/Business studies
• Exposure to Safety, Health and Environment systems
• 3 to 5 years of experience in technical environment
• Familiar with document codification systems
• Basic knowledge of ISO 9001
• Highly organized
• Proficient in the use of Word, Excel and Outlook
• Verbal and written communication skills
• Typing accuracy and efficiency controls.