ADMINISTRATIVE OFFICER – Orijin Inc.

Key Responsibilities

• Receive completed job files from Operations once the job is completed.
• Verify that files contain all required documents, including receipts and supporting documents.
• Identify and follow up on missing, incomplete or incorrect documentation.
• Scan and save relevant documents in the appropriate electronic folders.
• Organize and maintain corresponding hard-copy files.
• Ensure soft and hard copies are properly labelled, complete and easily retrievable.
• Notify/hand over to Billing when files are complete and ready for invoicing.
• Maintain a register to track files received, outstanding documents and files cleared for Billing.
• Develop and maintain simple, practical systems, checklists, registers and filing procedures to ensure smooth workflow.
• Establish clear processes for the movement and handover of files between Operations, Administration and Billing.
• Maintain tracking systems that clearly show who is responsible for outstanding documents or actions and the status of each file.
• Identify gaps, delays or recurring issues in the administrative process and recommend improvements to the Managing Director.
• Ensure agreed administrative procedures are consistently followed.
• Maintain systems that provide Management with visibility and accountability over outstanding and completed work.
• Process both current completed files and existing backlog files.
• Prioritize and systematically clear outstanding/backlog files.
• Ensure newly completed files are processed promptly to prevent further backlog.
• Maintain organized physical and electronic records.
• Assist with filing, scanning, photocopying, printing and document preparation.
• Maintain administrative registers, logs and spreadsheets.
• Manage office stationery and administrative supplies as required.
• Assist with correspondence and general office administration.
• Retrieve documents/files when required by Management or authorized staff.
• Maintain confidentiality of company, client, financial and operational records.
• Perform other reasonable administrative duties assigned by the Managing Director & Director.

Requirements

• Strong organizational and attention-to-detail skills.
• Good communication and follow-up skills.
• Ability to develop and maintain practical administrative systems.
• Computer literacy, including Microsoft Word and Excel.
• Ability to manage multiple files and deadlines.
• Previous administrative, logistics, customs or document-control experience is an advantage.

How to Apply