Job Title:

Document Control Co-ordinator

Reports to:

Service Manager

Department:

Service

Supervises:

NIL

To ensure that all records and documentation of the department are accurate, up-to-date, issued in a timely manner and approved at the end of each job.

1. Track On-Time delivery.
2. Prepares and forwards documents for invoicing, to ensure monthly targets are met.
3. Follow-up on customer enquires and advises/alerts respective Team Leaders to queries that require management input/expertise.
4. Compiles basic letters, faxes and other departmental correspondence, and checks all documents for accuracy in grammar, structure and final presentation.
5. Faxes, copies and distributes departmental correspondence to respective personnel.
6. Files and retrieves correspondence.
7. Certificate of Conformance data entry – Create job cards and work packs for review and approval of Service Manager before distribution to service technicians.
8. Receives and takes telephone messages as required.
9. Co-ordinates the administrative functions of the department
10. Manage RFQ’s and issue work instructions upon customer confirmation
11. Keeps abreast of market intelligence and competitors’ strategies, re: pricing, promotions, etc.
12. Any other related duties as assigned.

HSE RESPONSIBILITIES

1. Knowledge and awareness of all HSE policies and procedures.
2. Compliance with HSE policies and procedures on all job functions
3. Report near misses and accidents immediately and in the prescribed format.
4. Compliance with the specific requirements for PPE as is required by job function.
5. Attend all safety training, meeting, seminars, etc., as instructed by management.

Education:

• § Dipolma in business administration.
• § At least 5 O’Levels.

Experience:

• § At least three (3) years work experience in Administration or in a similar capacity.  

Knowledge/Skills:

• § Proficiency in Microsoft Suite.
• § Excellent interpersonal, collaboration and communications skills.
• § Time management.
• § Knowledge in Peachtree software would be an asset.
• § Professional deportment.
• § Ability to work in a team environment.
• § An equivalent combination of education and experience will be considered.