Admin Assistant

Responsibilities

• Support ongoing digital archiving initiatives, including bulk scanning, indexing, and systematic filing of documents into the shared drive/system for structured and easy retrieval.
• Ensure proper document naming conventions, version control, and filing accuracy to maintain consistency across records.
• Coordinate with departments to identify, collect, and prioritise documents for digitisation, ensuring timely processing and completeness.
• Perform quality checks on scanned documents to ensure clarity, completeness, and correct classification, minimising rework.
• Maintain and organise both physical and digital records, ensuring alignment between hardcopy and digital repositories.
• Perform ad hoc administrative tasks as assigned to support operational needs.

Required Competencies and Certifications

• Proficient in MS Office applications (Word, Excel) for document management, tracking, and data organisation.
• Strong capability in document digitisation processes, including scanning, file structuring, and maintaining organised digital repositories.
• Skilled in operating office equipment such as high-volume scanners, printers, and document finishing tools.
• Familiarity with administrative record management.

Preferred Competencies and Qualifications

• Prior experience in digital archiving, records management, or large-scale document digitisation projects.
• Strong attention to detail with the ability to ensure accuracy in document naming, indexing, and classification.
• Ability to coordinate with multiple stakeholders to gather and manage documentation efficiently.
• Process-driven mindset with the ability to suggest improvements to document workflows and archiving systems.
• Good organisational and time management skills, with the ability to handle high volumes of documents under tight timelines.
• Effective communication and interpersonal skills to liaise with internal teams and external parties.
• Independent and reliable team player with a proactive approach to task ownership.