Documentation Assistant

Responsibilities:

• Prepare, organize, scan, photocopy, and file documents as required.
• Maintain accurate physical and electronic records and documentation.
  
• Review documents for completeness, accuracy, and proper formatting.
  
• Assist in processing invoices, forms, reports, contracts, and other business documents.
  
• Enter and update information in company databases and document management systems.
  
• Retrieve documents and records when requested by authorized personnel.
  
• Ensure documents are properly named, categorized, stored, and easy to retrieve.
  
• Track the movement, submission, approval, and status of important documents.
  
• Assist in preparing reports, correspondence, schedules, and administrative documents.
  
• Maintain confidentiality and ensure sensitive documents are handled securely.
  
• Follow up with relevant departments to obtain missing information or documentation.
  
• Assist with document archiving and disposal in line with company policies.
  
• Support audits by retrieving and organizing required records and supporting documents.
  
• Ensure documentation complies with company procedures and applicable requirements.
  
• Perform general administrative duties as assigned by the supervisor.

Requirements:

• Minimum of OND/HND or Bachelor's degree in Business Administration, Office Administration, Management, or a related field.
• Proven years of experience in documentation, administration, records management, or a similar role.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, and other office applications.
• Good filing, data entry, and document management skills.
• Ability to handle confidential information professionally.
• Strong organizational and time-management skills.
• Ability to work independently and meet deadlines.
• Good interpersonal skills and ability to work effectively with different departments.
• Knowledge of document management systems is an added advantage.