Key Responsibilities

• Manage and maintain company documents, records, and files in both digital and physical formats.
• Receive, review, register, and distribute incoming and outgoing documents.
• Maintain accurate document registers, trackers, and databases.
• Ensure documents are properly named, categorized, indexed, and archived.
• Control document revisions and ensure teams are working with the latest versions.
• Monitor document submissions and follow up on missing or pending records.
• Prepare, scan, copy, upload, and distribute documents as required.
• Maintain organized electronic filing systems and document repositories.
• Coordinate with logistics, operations, finance, administration, and other departments regarding documentation.
• Track invoices, delivery documents, purchase records, shipping documents, and other operational paperwork.
• Verify documents for completeness, accuracy, and proper authorization.
• Maintain confidentiality of sensitive business and customer information.
• Assist in preparing reports and document status updates for management.
• Support internal and external audits by retrieving required records and documentation.
• Ensure documents are stored securely and can be retrieved efficiently when required.
• Follow company procedures and document control standards.
• Perform other documentation and administrative duties assigned by management.

Requirements

• Diploma or bachelor’s degree in Business Administration, Logistics, Document Management, or a related field.
• Previous experience as a Document Controller, Document Coordinator, or Administrative Assistant is preferred.
• Good knowledge of Microsoft Office, particularly Excel and Word.
• Strong understanding of document filing, tracking, and record-keeping procedures.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Strong organizational and time-management abilities.
• Ability to manage multiple documents and deadlines efficiently.
• Ability to maintain confidentiality and handle sensitive information.
• Experience in a logistics or supply chain environment is an advantage.