Job Summary
The Documentation & Records Administrator is responsible for ensuring the structural integrity and accessibility of the firm’s physical and digital information assets. Operating within a high-standard Corporate Service Provider (CSP) environment, this role focuses on the meticulous maintenance of filing systems, including KYC, permanent corporate records, and specialised shipping documentation. The incumbent ensures that all trackers and logs are current, providing a reliable foundation for compliance and operational workflows. By managing the dispatch and tracking of invoices, the role supports the firm’s financial efficiency while upholding the highest standards of data organisation and confidentiality.
Duties and Responsibilities include:
Records Management & Archiving
- Create, maintain and organise comprehensive filing systems, ensuring the secure storage and easy retrieval of Permanent Files and Corporate Records.
- Create, maintain and organise the orderly filing of Know Your Customer (KYC) documentation, ensuring all sensitive due diligence records are handled with strict confidentiality.
- Manage and categorise shipping records and other industry-specific documentation.
Data Tracking & Log Management
- Update and manage internal trackers and logs to ensure real-time visibility into document status.
Financial Administration Support
- Coordinate the sending of service invoices to clients and maintain a rigorous tracking system to monitor settlement and acknowledgment.
Operational Excellence
- Manage the daily administrative workload and filing with minimal supervision, ensuring all tasks are completed.
Qualifications and Experience
- Minimum of an Ordinary Level standard of education; specialised training in Office Management or Secretarial Studies is considered an asset.
- Experience in an administrative, clerical, or documentation-centric role, ideally within a professional services or legal environment, is considered an asset.
Skills and Competencies
- Excellent record-keeping skills with a systematic approach to handling large volumes of data.
- A high degree of discretion, particularly when handling sensitive KYC and financial documents.
- Familiarity with standard office management systems (Microsoft Office Suite….).
- The ability to work independently and take initiative.