Position Summary

The Back Office Specialist – Digital & Physical Archive is responsible for ensuring efficient document management across the company, including mail reception, digitalisation, organisation, classification, and long-term maintenance of both physical and digital records. The role also supports internal operations through supplier purchase order management and the coordination of shared internal and external document libraries.

Key Responsibilities

1. Mail Reception & Document Processing

• Receive, register, and distribute incoming physical and digital mail.
• Scan, digitalise, and correctly classify all incoming documentation.
• Ensure documents are captured with accuracy and stored in the appropriate digital repositories.

2. Archive Management (Digital & Physical)

• Maintain an organised and secure physical archive, ensuring documents are properly stored, tracked, and retrievable.
• Manage the company’s digital archive, ensuring correct categorisation, naming conventions, indexing, and version control.
• Oversee lifecycle management of documents: creation, storage, retrieval, retention periods, and safe destruction when applicable.
• Implement and monitor archival best practices to ensure compliance with internal policies and legal requirements.

3. Purchase Order Administration

• Create, validate, and track internal supplier Purchase Orders (POs).
• Ensure compliance with procurement procedures and accurate documentation.
• Liaise with internal teams and suppliers to resolve discrepancies related to POs, invoices, or delivery confirmations.

4. Shared Libraries & Information Management

• Manage and maintain internal and external shared libraries (e.g., SharePoint), ensuring structured access, proper permissions, and consistent document organisation.
• Assist teams in uploading, structuring, and locating documents within shared platforms.
• Promote standardisation in folder structure, naming conventions, and file retention policies.

5. Operational Support

• Support internal departments with document retrieval, classification, and filing needs.
• Identify opportunities to streamline back-office processes, especially related to document flows and archiving routines.
• Ensure confidentiality and data protection compliance across all document handling activities.

Required Skills & Qualifications

Technical Skills

• Experience with document management systems and digitalisation tools.
• Proficiency in SharePoint and other shared library platforms.
• Strong knowledge of digital and physical archiving practices.
• Ability to manage Purchase Orders and administrative workflows.

Soft Skills

• High attention to detail and strong organisational skills.
• Ability to manage multiple tasks and prioritise effectively.
• Strong communication skills and a service-oriented mindset.
• Reliability, discretion, and strict compliance with confidentiality rules.

Education & Experience

• High school diploma or equivalent required; vocational or higher education in Administration, Information Management, or related fields is an advantage.
• Minimum 1–2 years of experience in back-office administration, archiving, document control, or similar roles.

Join us and be part of a dedicated team committed to excellence. Apply now!!