Job Summary
The Documentation Officer is responsible for managing, organizing, maintaining, and controlling company documents and records. The role ensures that all documents are accurate, properly filed, updated, and readily accessible while maintaining compliance with company policies and regulatory requirements.
Key Responsibilities
- Maintain and manage company records, documents, and filing systems
- Ensure proper document control, versioning, and record retention procedures
- Receive, review, categorize, and archive incoming and outgoing documents
- Monitor document completeness, accuracy, and compliance with company standards
- Prepare, update, and distribute controlled documents as required
- Track document submissions, approvals, and revisions
- Maintain both physical and electronic document databases
- Coordinate with departments regarding documentation requirements and deadlines
- Generate document logs, status reports, and tracking reports
- Ensure confidentiality and security of sensitive records and information
- Assist during audits by providing required documentation and records
- Support continuous improvement of documentation and records management processes
Qualifications
- Bachelor’s degree in Business Administration, Office Administration, Information Management, Engineering, or related field
- Experience in document control, records management, administrative support, or related functions is preferred
- Proficient in Microsoft Office applications, especially Excel and Word
- Strong organizational and filing skills
- Excellent attention to detail and accuracy
- Good communication and coordination abilities
Skills Required
- Document control and records management
- Data entry and database management
- Attention to detail and accuracy
- Organization and time management
- Communication and coordination skills
- Confidentiality and information management
- Report preparation and documentation tracking
Work Environment
- Office-based environment
- Frequent coordination with internal departments and external stakeholders
- Detail-oriented and deadline-driven work setting
- Requires handling confidential and sensitive documents
