Document Controller Assistant / Filing Clerk

About Us

The Role

Key Responsibilities

• Receive, review, organize, classify, and file incoming and outgoing documents according to established procedures.
• Maintain digital and physical filing systems to ensure documents can be located quickly and efficiently.
• Scan, upload, rename, categorize, index, and archive documents in appropriate folders or document-management systems.
• Support document registration and maintain accurate document logs, registers, trackers, and databases.
• Check documents for completeness, formatting, signatures, dates, reference numbers, and required attachments.
• Maintain document numbering, naming conventions, revision histories, and version-control records.
• Distribute approved documents to authorized internal and external recipients.
• Track document submissions, approvals, revisions, comments, and outstanding actions.
• Assist with document transmittals, correspondence logs, forms, reports, invoices, contracts, and administrative records.
• Retrieve requested documents promptly and provide authorized copies to relevant departments.
• Identify duplicate, outdated, incomplete, or incorrectly filed documents and coordinate appropriate corrections.
• Maintain document confidentiality and ensure sensitive information is accessible only to authorized personnel.

Requirements

• Bachelor’s degree or equivalent qualification in Business Administration, Information Management, Office Administration, or a related field is preferred.
• 3+ years of professional experience in document control, records management, filing, administration, data entry, or a similar role is preferred.
• Excellent attention to detail and strong accuracy when handling large volumes of documentation.
• Strong spoken and written English communication skills.
• Proficiency in Microsoft Excel, Word, Outlook, Google Workspace, and document-management tools.
• Strong file-management, data-entry, scanning, indexing, and document-organization skills.
• Understanding of document numbering, version control, revision tracking, and records management.
• Strong organizational and time-management abilities.
• Ability to manage multiple document requests, deadlines, and priorities independently.
• Excellent written communication and professional email skills.
• Strong confidentiality, integrity, and discretion when handling sensitive business information.
• Ability to identify inconsistencies, missing information, duplicate records, and document-control issues.

What We Offer

• Flexible part-time working hours with a fully remote document-control and administrative environment.
• Competitive compensation aligned with experience and responsibilities.
• Opportunity to develop expertise in document management, records administration, data organization, and operational support.
• Exposure to digital document-management systems, workflow processes, compliance documentation, and business operations.
• Professional development opportunities and continuous learning in document control and administrative technology.
• A structured, detail-focused environment where accuracy, confidentiality, organization, consistency, and process discipline are highly valued.