Job Summary 

Develop and implement a document management system / retrieval system across 421 Arts Campus and manage company’s documents while ensuring their accuracy, quality and integrity. Additionally provide administrative and clerical services in order to support the efficient operations of the Head Office.

Key Responsibilities 

Document Control:

• Generates protocols related to administration document control procedures for approval and implementation (i.e. document formats and templates).
• Maintaining an effective filing and retrieval system by providing historical reference which will be used to indicate the location of the documents in company’s shared drive.
• Receives all incoming documents. Determines filing category and makes input to the automated document/drawing control databases.
• Prepares correspondence to support 421 Arts operations as needed.
• Creation, labeling and preparation of documents to submit in 421 Arts Operations & Government Entities, etc.

Administration:

• Coordinating drivers’ shifts and schedules, assigning work and ensure completion of work as per the requests from company departments.
• Maintains and updates administrative records such as vehicle reports, service history, registration renewals, insurance for file and information.
• Process temporary gate pass for the properties by reviewing, formatting and organizing the documents that needs to be submitted
• Provide general administrative and clerical support to the department employees (e.g. annual leave applications, time sheets, correspondence etc.).
• Follow up with different departments to ensure the effective processing of business requirements to meet the department and Head of Department needs.
• Generating monthly, quarterly and annual reporting on all aspects of the operation of the department in additional to any ad hoc reports as required by the Head of Department by using the information entered in the system.
• Create Purchase Requisitions and submit to Line Manager for approval, when required.
• Perform other duties as assigned by the Direct Manager

Start Date: can start ASAP (must be on own visa)

• Requirements: Able to adapt quickly, work independently with minimal supervision, and require no training, and have knowledge of ERP systems ( Procurement, raising PR, etc)