Admin & Document Control Officer

Location: Port Harcourt, Rivers
Employment Type: Full-time
Division/Department: MSCM-PPNL/Administration
Reports to: Workshop Supervisor

Job Description:
Document Controller :

• Administering and maintaining SharePoint, Project Workspaces, Project Drives and hard copy file systems as required.
• Ensure master drawing files are kept up to date with the latest revision
• Liaise and provide administrative assistance to all project team members, as required
• Retrieve files as requested by employees and clients
• Arrange meetings and record minutes when required
• Submission of monthly activity report
• Maintaining consistency in project documentation for format and document coding or numbering system
• Manage the flow of documentation within the organisation
• Ensure that hard copy and electronic record files, as required, are maintained in good order to comply with QA requirements
• Prepare spreadsheet(s) and maintain databases and logs, as required by Projects
• Contribute to compilation of final project dossiers, as-built portfolios and archiving
• Maintain an accurate filing system for project letters and reports
• Produce reports on documentation and progress as requested

Administrative Controller:

• Timely arrangement/booking of flights for staff, when necessary.
• Ensure that stationery levels are maintained
• Ensure office environment: premises, restrooms, reception etc. are properly cleaned and grasses cut.
• Organise the company filing system
• Ensure timely availability and management of the Petty Cash / Imprest
• Ensure availability of diesel and fuel in the generator(s)
• Timely office internet subscription
• Other duties as may be assigned by the Supervisor.
• Submission of weekly report on general office administration to the Management.
• Identification and procurement of basic office needs
• Ensure efficient running of the office.
• Renewal of DSTV subscription, where necessary.
• Report daily to the Workshop Supervisor on security situations within the office premises
• Timely Payment of PHCN Bills
• Keeping of visitors’ register
• Copy, scan and store documents
• Ensure timely provision of consumables to all staff
• Booking of hotels/accommodation, when necessary.

Key Performance Indicators

• Quality and accuracy of filing and retrieval system in both hard copy and electronic copy.
• Quality of flow of documentation within the company.
• Average time to respond to end user enquiries.
• Level of efficiency in delivering office administration
• Response time in retrieving and issuing documents to end users.
• Keen attention to details

Requirements

• Strong Computer and Internet research skills
• Adaptive to change.
• Up-to-date with the latest office gadgets and applications
• Excellent verbal and written communication skills
• HND/Bachelor’s degree in Business Administration or any relevant subject is desired with 2 - 3 years of work experience.
• Excellent Interpersonal skills, friendly and approachable.
• Proven work experience as a document controller, Admin officer or in any administrative capacity.
• Highly attentive to detail.
• Discretion and confidentiality
• Outstanding organisational and time management skills
• Sound Knowledge of document control, office management systems and procedures
• Ability to multitask and prioritise daily workload
• Ability to work well under pressure
• Technical/Functional knowledge of the specific area of assignment and of overall company activities.
• Proficiency in Microsoft Office suite.

How to Apply
Interested and qualified candidates should send their CV to: [email protected] using ''Admin & Document Control Officer '' as the subject of the email.

Note: Only shortlisted candidates based in PortHarcourt will be shortlisted and contacted.