Administrative Officer

The Administrative Officer serves as the document-control link between Operations and Billing, ensuring that completed job files are properly checked, organized, scanned, filed and made readily available for billing.

The position is also responsible for developing and maintaining simple systems and controls that promote smooth workflow, accountability, proper record-keeping and timely completion of administrative tasks.

Key Performance Expectations

• Complete and accurate job files.

• Timely processing of completed jobs.

• Proper maintenance of hard and soft copies.

• Reduction and control of backlog.

• Minimal document-related delays to Billing.

• Effective tracking and follow-up of outstanding items.

• Systems that clearly establish responsibility and accountability.

• Continuous improvement of administrative workflow and controls.

• Quick and reliable retrieval of records.

Required Skills

• Strong organizational and attention-to-detail skills.

• Good communication and follow-up skills.

• Ability to develop and maintain practical administrative systems.

• Computer literacy, including Microsoft Word and Excel.

• Ability to manage multiple files and deadlines.

• Previous administrative, logistics, customs or document-control experience is an advantage.

Operations & Billing Document Control

• Receive completed job files from Operations once the job is completed.

• Verify that files contain all required documents, including receipts and supporting documents.

• Identify and follow up on missing, incomplete or incorrect documentation.

• Scan and save relevant documents in the appropriate electronic folders.

• Organize and maintain corresponding hard-copy files.

• Ensure soft and hard copies are properly labelled, complete and easily retrievable.

• Notify/hand over to Billing when files are complete and ready for invoicing.

• Maintain a register to track files received, outstanding documents and files cleared for Billing.

Systems & Workflow Control

• Develop and maintain simple, practical systems, checklists, registers and filing procedures to ensure smooth workflow.

• Establish clear processes for the movement and handover of files between Operations, Administration and Billing.

• Maintain tracking systems that clearly show who is responsible for outstanding documents or actions and the status of each file.

• Identify gaps, delays or recurring issues in the administrative process and recommend improvements to the Managing Director.

• Ensure agreed administrative procedures are consistently followed.

• Maintain systems that provide Management with visibility and accountability over outstanding and completed work.

Backlog & Current Files

• Process both current completed files and existing backlog files.

• Prioritize and systematically clear outstanding/backlog files.

• Ensure newly completed files are processed promptly to prevent further backlog.

General Administration

• Maintain organized physical and electronic records.

• Assist with filing, scanning, photocopying, printing and document preparation.

• Maintain administrative registers, logs and spreadsheets.

• Manage office stationery and administrative supplies as required.

• Assist with correspondence and general office administration.

• Retrieve documents/files when required by Management or authorized staff.

• Maintain confidentiality of company, client, financial and operational records.

• Perform other reasonable administrative duties assigned by the Managing Director & Director.