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Admin/ Documentation Staff
3 months ago
The Administrative Documentation Staff plays a pivotal role in supporting organizational operations through effective documentation management and administrative duties. This role requires a detail-oriented individual who can maintain accurate records, coordinate documentation processes, and provide administrative support to ensure smooth business operations.
Key Responsibilities:
Documentation Management:
Create, update, and maintain a variety of documents such as reports, correspondence, policies, procedures, and manuals.Ensure documentation is accurate, well-organized, and accessible to relevant stakeholders.Implement document control procedures to manage revisions, approvals, distribution, and archiving.Technical Writing and Editing:Develop technical documents, user guides, training materials, and other documentation as needed.Collaborate with subject matter experts to gather information and ensure content accuracy and clarity.Edit and format documents to maintain consistency and adhere to organizational standards.Administrative Support:Assist in scheduling meetings, preparing agendas, and taking minutes during meetings.Handle incoming and outgoing correspondence, including emails, letters, and phone calls.Maintain office supplies inventory and coordinate equipment maintenance and repairs as necessary.Assist with travel arrangements and accommodations for staff as required.Data Entry and Record Keeping:Enter data into databases, spreadsheets, or other systems accurately and in a timely manner.Maintain organized records and files, ensuring they are up-to-date and easily retrievable.Quality Assurance:Review documents for grammar, style, clarity, and adherence to organizational guidelines.Conduct quality checks to ensure documents meet regulatory requirements and industry standards.Communication and Coordination:Serve as a point of contact for internal and external inquiries related to documentation and administrative matters.Coordinate document review, approval, and distribution processes among departments and stakeholders.Facilitate effective communication between departments to ensure smooth workflow and document flow. Qualifications:Bachelor's degree in Business Administration, English, Communications, or a related field (preferred). FRESH GRADUATES ARE WELCOME TO APPLYProven experience in administrative support, technical writing, or document management. Excellent written and verbal communication skills, with strong attention to detail.Proficiency in MS Office Suite (Word, Excel, PowerPoint) and document management software.Ability to prioritize tasks and manage time effectively in a fast-paced environment.Strong organizational skills and the ability to work both independently and collaboratively within a team.