Documentation Assistant

Responsibilities:

Prepare, organize, scan, photocopy, and file documents as required. Maintain accurate physical and electronic records and documentation.

Review documents for completeness, accuracy, and proper formatting.

Assist in processing invoices, forms, reports, contracts, and other business documents.

Enter and update information in company databases and document management systems.

Retrieve documents and records when requested by authorized personnel.

Ensure documents are properly named, categorized, stored, and easy to retrieve.

Track the movement, submission, approval, and status of important documents.

Assist in preparing reports, correspondence, schedules, and administrative documents.

Maintain confidentiality and ensure sensitive documents are handled securely.

Follow up with relevant departments to obtain missing information or documentation.

Assist with document archiving and disposal in line with company policies.

Support audits by retrieving and organizing required records and supporting documents.

Ensure documentation complies with company procedures and applicable requirements.

Perform general administrative duties as assigned by the supervisor.

Requirements:

Minimum of OND/HND or Bachelor's degree in Business Administration, Office Administration, Management, or a related field. Proven years of experience in documentation, administration, records management, or a similar role. Excellent attention to detail and accuracy. Good written and verbal communication skills. Proficiency in Microsoft Word, Excel, and other office applications. Good filing, data entry, and document management skills. Ability to handle confidential information professionally. Strong organizational and time-management skills. Ability to work independently and meet deadlines. Good interpersonal skills and ability to work effectively with different departments. Knowledge of document management systems is an added advantage.