LNKD

Job Purpose
We are looking for an experienced
Office &amp; Document Control Manager
to oversee the day-to-day office operations and manage the complete document control process from creation and receipt to filing, distribution, tracking, archiving and retrieval.
This is a combined role requiring strong experience in
office management, facilities coordination, administration, logistics and professional document control
. The successful candidate will ensure the office operates efficiently, maintain a well-organised working environment, coordinate with staff and external service providers, and ensure all company documents are properly controlled, accessible, secure and up to date.
The ideal candidate should be highly organised, detail-oriented, proactive and capable of managing office operations independently while maintaining accurate and reliable document management systems.
Key Responsibilities
<ol>
<li>Office Management &amp; Facilities Coordination</li>
</ol>
<ul>
<li>Manage the daily operations of the office and ensure a clean, organised, safe and professional working environment.</li>
<li>Supervise and coordinate cleaning staff, housekeeping activities and office maintenance requirements.</li>
<li>Coordinate with building management regarding access cards, maintenance requests, facilities issues, utilities and other building-related matters.</li>
<li>Manage office parking arrangements, parking allocations and coordination with building management and employees.</li>
<li>Oversee visitor registration, visitor logs, reception coordination and office access procedures.</li>
<li>Manage office supplies, stationery, pantry requirements, equipment and other administrative necessities.</li>
<li>Coordinate office setup, seating arrangements, workstations, furniture, equipment installation and office relocations when required.</li>
<li>Arrange and coordinate deliveries, courier services, incoming and outgoing shipments and other office logistics.</li>
<li>Liaise with vendors, contractors and service providers to ensure timely delivery of services and resolve operational issues.</li>
<li>Maintain office assets, equipment inventories, maintenance records and service schedules.</li>
<li>Coordinate employee onboarding requirements related to workstations, access cards, parking, office equipment and general office readiness.</li>
<li>Monitor office requirements and proactively identify opportunities to improve operational efficiency and control costs.</li>
</ul>
<ol start="2">
<li>Document Control &amp; Records Management</li>
</ol>
<ul>
<li>Manage the complete document lifecycle, from document creation and receipt to registration, review, approval, distribution, storage, archiving and retrieval.</li>
<li>Establish, maintain and continuously improve document control systems, filing structures, naming conventions and document registers.</li>
<li>Maintain accurate electronic and physical filing systems to ensure documents are organised, traceable and readily accessible.</li>
<li>Control document versions, revisions, approvals and distribution to ensure that only current and authorised documents are in use.</li>
<li>Maintain document registers, trackers, master lists, correspondence logs and records of document status.</li>
<li>Ensure the timely circulation of documents to relevant departments, management, employees, clients and external stakeholders.</li>
<li>Track pending documents, approvals, submissions, renewals and outstanding actions, and follow up with responsible parties.</li>
<li>Maintain proper records of contracts, agreements, invoices, purchase orders, policies, procedures, official correspondence and other company documents.</li>
<li>Ensure the confidentiality, security, integrity and appropriate access control of sensitive company information.</li>
<li>Manage document retention, archiving, retrieval and disposal in accordance with company policies and applicable requirements.</li>
<li>Support internal and external audits by ensuring that requested documents and supporting records are complete, accurate and available on time.</li>
<li>Coordinate the collection, verification and filing of documents required for administrative, operational and compliance purposes.</li>
<li>Identify gaps in document management processes and implement improvements to accuracy, traceability and retrieval efficiency.</li>
</ul>
<ol start="3">
<li>Administrative Coordination &amp; Reporting</li>
</ol>
<ul>
<li>Provide administrative support to management and coordinate routine office-related activities.</li>
<li>Maintain office-related records, service agreements, vendor documentation, maintenance schedules and administrative trackers.</li>
<li>Prepare periodic reports on office expenses, maintenance requirements, supplies, parking allocation and document status as required.</li>
<li>Coordinate meetings, appointments, deliveries and other operational arrangements when necessary.</li>
<li>Ensure office procedures, administrative policies and document control practices are consistently followed.</li>
<li>Act as the central point of contact for office operations, facilities coordination and document management queries.</li>
<li>Handle other office administration and document control responsibilities as assigned by management.</li>
</ul>
Qualifications &amp; Experience
<ul>
<li>Bachelor's degree or diploma in Business Administration, Office Management, Records Management or a related field.</li>
<li>Significant experience in office management, facilities coordination and document control.</li>
<li>Proven experience managing both
end-to-end office operations and the complete document control lifecycle
.</li>
<li>Strong experience maintaining structured document management systems, registers, trackers and filing procedures.</li>
<li>Experience coordinating cleaning staff, vendors, building management, maintenance, parking and office logistics.</li>
<li>Experience handling confidential company records, contracts, agreements and official documentation.</li>
<li>Strong organisational, coordination, follow-up and problem-solving skills.</li>
<li>Ability to manage multiple responsibilities independently and prioritise tasks effectively.</li>
<li>Excellent written and verbal communication skills in English.</li>
</ul>
Technical Skills
Strong working knowledge of:
<ul>
<li>Microsoft Office, particularly Excel, Word and Outlook.</li>
<li>Electronic document management systems (EDMS), shared drives and cloud-based filing systems.</li>
<li>Document registers, revision tracking, version control and records management.</li>
<li>Electronic and physical filing, indexing, archiving and document retrieval.</li>
<li>Office administration, facilities coordination and vendor management.</li>
<li>Administrative reporting, data entry and record maintenance.</li>
</ul>
Nice to have:
<ul>
<li>Experience with SharePoint or other document management platforms.</li>
<li>Experience using ERP systems or digital workflow and approval tools.</li>
<li>Experience supporting audit preparation, compliance documentation and contract administration.</li>
<li>Previous experience managing office operations in a corporate, professional services or technology environment.</li>
</ul>
Key Competencies
<ul>
<li>Strong attention to detail and document accuracy.</li>
<li>Excellent organisational and time-management skills.</li>
<li>High level of accountability, confidentiality and integrity.</li>
<li>Proactive approach to office maintenance and operational problem-solving.</li>
<li>Strong coordination and follow-up skills.</li>
<li>Ability to manage competing priorities without compromising accuracy.</li>
<li>Practical, hands-on approach to both office management and document control.</li>
</ul>
Ideal Candidate Profile
The ideal candidate is someone who can independently manage
everything required to keep the office running smoothly
, from cleaning staff, building management, parking and office logistics to the complete control of company documents, records, approvals, filing and archiving.
This is not a purely receptionist or general administration position. Candidates must demonstrate substantial, hands-on experience in both
office operations and structured document control
.

Office & Document Control Manager

Office & Document Control Manager

This job is no longer available

Talents

Recruiters

About