• Monitor and oversee daily operations for the file-keeping department, including receiving and distributing mail and correspondence to relevant individuals or departments.
• Monitor file and record-keeping systems, applying procedures related to record search processes, retention, or disposal.
• Retain old records for company correspondence, contracts, annual reports, and any other relevant documents in accordance with document retention regulations.
• Participate in the automated archive program for a series of specified records to be preserved permanently, including organizing, preserving, and finding means to do so.
• Coordinate and monitor the company's mail distribution process, implementing related procedures to improve efficiency and identify technological requirements, as well as implementing necessary changes.
• Direct new administrative representatives according to a daily schedule for receiving and sending company mail or performing any tasks related to government entities.
• Supervise activities in the secured room, including preserving or retrieving any new documents from agreements, contracts, and stock certificates as per each department.
• Perform ad-hoc and other duties related to the job as assigned by management.

Skills

• Expertise in organizing and maintaining physical and digital records with attention to detail for accuracy.
• Proficiency in document handling, including scanning, filing, and indexing.
• Strong data entry skills for accurate input into databases.
• Knowledge of archival standards and procedures.
• Effective time management and ability to meet deadlines.
• Excellent communication skills for coordinating with teams.
• Discretion in handling confidential information.
• Strong organizational skills to manage large volumes of records.
• Proficiency with archival and record management software.