Easter Seals Jobs

Job Purpose

The job holder will be responsible to track, update, and maintain documents (functional documents, correspondences, agreements, etc.) in line with Company’s document management system, ensuring proper filing and control of all documentation.

Key Accountabilities

• Receive incoming documentation, in any format, according to Company’s procedures to ensure proper document control and management.

• Scan and electronically store documents from internal and external sources that are received/sent by the department for easy retrieval by the team when needed.

• Maintain an efficient document control system to ensure accurate and up-to-date documentation throughout the Company including organizing, categorizing, and archiving documents in a systematic manner for easy retrieval and efficient tracking of documents.

• Follow document control checklist to track completeness of the documents, including document numbering system and required signatures for certain approvals.

• Liaise with relevant departments and follow up on the transfer of documents and review all received documents for completeness and accuracy.

• Support in tracking and addressing complaints related to document control function and identify areas for improvement to prevent future complaints.

• Participate in internal and external audits to demonstrate document control effectiveness and accuracy.

• Collaborate with cross-functional teams to resolve document-related issues and communicate effectively to ensure proper documentation practices are followed.

• Support team members in photocopying, printing, and filling out documents accurately.

• Manage office stationery to ensure adequate availability and timely procurement as needed.

• Maintain confidentiality and security of sensitive documents by implementing appropriate access controls and backup procedures.

• Prepare reports on the status of various documents of the department to provide a clear picture of document status for informed decision making by the team and section head

Qualifications, Experiences, Skills:

Minimum Qualifications and Knowledge:

High school diploma/ Bachelor’s in Business Administration or relevant field - preferred.

Familiarity with industry-specific regulations and standards related to document control (if applicable)

Minimum Experience (number of years):

Min. 1-2 years' experience in similar field; preferably with prior document control experience in real estate environment.

Job Specific Skills:

• Proficiency in Ms. office suite (Word, Excel, PowerPoint)

• Familiar with other Tools and machines such as fax machine, photocopiers, binders etc.

• Well-versed with various digital file formats and relevant software applications such as Electronic document control system and/or SharePoint

• Excellent communication and collaborative skills

• Ability to interact with cross-functional teams, stakeholders, and document owners

• Organization and Time Management skills

• Adaptable to changing technologies

• Ability to identify and resolve document-related issues

• Quality assurance

• Attention to detail and Quality

• Be able to maintain strict confidentiality of sensitive documents and information.

• Thorough understanding of document control procedures, including document numbering, naming conventions, and file naming standards.