Document Record Clerk x16 at Abubaker Technical Services and General Supplies Limited

Job Description

Job Purpose / Objective:
i. Ensures smooth operations, accurate record-keeping, and efficient communication within the construction projects and office environment.
ii. Provide administrative assistance, maintaining records, and facilitating effective communication among team members.
iii. Supports the overall efficiency of the construction projects and administrative tasks.

Job Roles and Responsibilities:
1. Document Management: Maintain and organize project documents, correspondence, and records.
2. Data Entry: Enter and update data in company databases, spreadsheets, and systems.
3. Communication: Assist in answering phone calls, emails, and inquiries from team members and stakeholders.
4. Filing and Archiving: File documents and records in an organized and accessible manner.
5. Scheduling: Assist in scheduling meetings, appointments, and project-related activities.
6. Coordination: Support coordination of administrative tasks and project activities.
7. Reports: Assist in generating routine reports, summaries, and updates as needed.
8. Supply Management: Monitor and maintain office supplies and inventory levels.
9. Vendor Communication: Assist in communication with vendors and suppliers.
10. Support Functions: Provide general administrative support as needed by various departments.
11. Collaboration: Coordinate with construction teams to communicate test results and provide recommendations.
12. Performs any other duty as assigned by the supervisor from time to time.

Key Performance Indicators (KPIs):
1. Document Organization: Maintaining organized and accessible project documents and records.
2. Data Accuracy: Ensuring accurate and up-to-date data entry and management.
3. Communication Efficiency: Responding promptly to emails, calls, and inquiries.
4. Meeting Coordination: Efficiently scheduling and coordinating meetings and activities.
5. Record Keeping: Maintaining accurate and accessible filing and archiving systems.
6. Office Supply Management: Ensuring adequate supply levels and responsible utilization.
7. Timely Reporting: Providing accurate and timely reports as needed.

Work Experience, Skills and Knowledge:
1. Organizational Skills: Strong ability to organize and manage documents and information.
2. Attention to Detail: Ensuring accuracy in data entry and record-keeping.
3. Communication: Clear and effective communication with team members and stakeholders.
4. Time Management: Efficiently managing administrative tasks and deadlines.
5. Computer Proficiency: Skill in using office software, databases, and communication tools.
6. Coordination Skills: Effective coordination of tasks and activities.
7. Customer Service: Professional and courteous communication with stakeholders.
8. Problem-Solving: Addressing administrative challenges and finding solutions.
9. Professionalism: Maintain a high level of professionalism and integrity in all interactions.
10. Working experience: Possession 3 years working experience obtained in equivalent capacity.