Administrator/Office Supervisor

The Administrator/Office Supervisor is responsible for performing secretarial and administrative duties. The Administrator/Office Supervisor executes complex and confidential secretarial and administrative assignments. This person applies advanced computer and process skills with a detailed understanding of the organization s operation, and assists the Business System Administrator with day-to-day activities. * Type and proofread formal letters, interoffice correspondence and miscellaneous documents; compose correspondence and responses to inquiries independently. * Answer telephone and handle requests for information at an advanced level. * Set up and maintain department records and files. * Arrange travel schedules and reservations. * Supervise and train others. * Monitor accuracy, completeness and timeliness of all critical business systems transactions. * Coordinate meetings and office communications. * Schedule conference rooms, audio/visual equipment and other materials as requested.

Job Purpose:
To provide accurate and efficient administrative support by scanning, indexing, and filing regulatory
documents into digital and physical filing systems. Ensures records are organized, accessible, and
compliant with company data management procedures.

Key Responsibilities:
* Collect, prepare, and scan physical documents for digital archiving.
* Index and name scanned files according to company reference and filing standards.
* Upload and organize digital files in the company's document management system
* Maintain physical filing systems in an orderly and secure manner.
* Conduct regular file audits to ensure completeness and accuracy.
* Ensure confidentiality and compliance with data protection policies.
* Support general administrative tasks such as photocopying, mailing, and data entry as
needed.
* Assist with creating and updating filing procedures and reference databases.
Skills & Qualifications:
* Strong attention to detail and accuracy.
* Excellent organizational and time management skills.
* Proficient with Microsoft Office (Word, Excel, Outlook) and document scanning software.
* Experience with electronic document management systems (SharePoint) preferred.
* Good written and verbal communication skills.
* Ability to handle confidential information with discretion.
* Minimum of [1-2] years' administrative or records management experience.

Personal Attributes:
* Reliable and self-motivated.
* Methodical and process-driven.
* Team-oriented with a positive, professional attitude.
* Adaptable to changing systems and procedures