Administrative Officer
Job Summary
Job Description
Iron Mountain is seeking an Administrative Officer to ensure timely and optimal document archiving. The role involves managing physical and electronic documents, maintaining records, ensuring high-quality processing, and adhering to professional secrecy. Responsibilities also include communication with external organizations, operational support, preparing statistics, and managing reports. The ideal candidate will have experience in document archiving, strong teamwork skills, and proficiency in Microsoft Suite and English.
Must have:
- Process, store, and maintain documents in written or electronic form according to internal procedures.
- Maintain records of all incoming and outgoing documents.
- Ensure high-quality document processing and a complete audit trail.
- Maintain professional secrecy and handle documents correctly.
- Perform physical and electronic archiving processes.
- Verify and validate document archiving and prepare archive boxes.
- Maintain records of archived boxes and documents.
- Communicate with postal offices, couriers, suppliers, and third parties.
- Ensure timely collection of daily correspondence.
- Provide operational support for the Facilities department.
- Prepare, monitor, and analyze operational statistics.
- Administer records and reports for activity management.
- Participate in process planning and suggest improvements.
- Report missing, unidentified, or incorrectly processed documents.
- Participate in internal or external audits.
- Respond flexibly and helpfully to internal and external clients.
- Provide backup service for Facilities Business Services.
- Experience in document archiving and binding.
- Ability to work under time pressure.
- Ability to work well in a team.
- Multitasking ability.
- Proficiency in Microsoft Suite (Word, Excel, SharePoint), email, Internet.
- Conversational English skills (written and spoken).
- Category B driving license.
Perks:
- Indefinite employment contract.
- Attractive salary package.
- Meal vouchers.
- Transport reimbursement.
- Private medical insurance.
2 skills required
Job Details
We are looking for an Administrative Officer to ensure the archiving of documents in time and at optimal parameters, having the following skills and qualifications:
- Experience in document archiving and binding.
- Ability to work under time pressure.
- Ability to work well in a team.
- Multitasking ability.
- Microsoft Suite (Word, Excel, SharePoint), email, Internet.
- Conversational English level - written and spoken.
- Category B driving license.
Specific Responsibilities:
- Introduce, transcribe, register, process, validate, sort, redirect, analyze, store and keep documents in written or electronic form in internal systems according to procedures/work manuals;
- Ensure the record-keeping of all documents entering and leaving the workspace;
- Ensure that all working documents are prepared and processed to a high standard, are of excellent quality and provide a complete audit trail of all activities performed;
- Respect professional secrecy and ensure the correct handling and storage of documents with which they come into contact;
- Execute physical and electronic archiving processes related to departmental workflows;
- Verify and validate the archiving of documents from workflows and prepare archive boxes;
- Ensure the record-keeping of archived boxes and documents;
- Ensure communication with other organizations (post offices, courier, relations with suppliers and third parties);
- Ensure the timely collection of daily correspondence from post offices or third-party locations;
- Provide support in carrying out operational trips for the Facilities department;
- Prepare operational statistics, monitor/analyze them together with the superior, offer solutions based on statistical results;
- Administer the records and reports necessary for good activity management;
- Be involved in the efficient planning and organization of processes, highlight opportunities and suggest improvements;
- Report missing, unidentified or incorrectly processed documents to the superior;
- Be involved in internal or external audits;
- Respond in a flexible, disciplined and helpful manner to internal and external clients, colleagues and superiors;
- Provide backup service for limited periods within Facilities Business Services.
What we offer:
- Indefinite employment contract.
- Attractive salary package.
- Meal vouchers.
- Transport reimbursement.
- Private medical insurance.
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About The Company
Iron Mountain is a global leader in storage and information management services trusted by more than 225,000 organizations in 60 countries. We safeguard billions of our customers’ assets, including critical business information, highly sensitive data, and invaluable cultural and historic artifacts. Iron Mountain helps lower cost and risk, comply with regulations, recover from disaster, and enable digital and sustainable solutions, whether in information management, digital transformation, secure storage and destruction, data center operations, cloud services, or art storage and logistics.
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