As an Data Clerk, you will play a vital role in ensuring the smooth day-to-day operations of the office. This position requires a detail-oriented and organized individual who can manage documents, handle communication efficiently, and provide general support across departments. You will be an integral part of the team, helping to maintain accuracy, efficiency, and a well-organized working environment.
Key Responsibilities:
1. Filing and Records Management
- Maintain organized systems for both physical and electronic files to ensure efficient retrieval, storage, and compliance with company policies and industry regulations.
- Implement and monitor file naming conventions and archiving procedures to enhance accessibility and reduce clutter.
- Conduct periodic audits to ensure files are current, properly labeled, and securely stored.
2. Mail Handling and Distribution
- Receive, sort, and distribute all incoming mail and packages, including interoffice memos and external correspondence.
- Prepare and send outgoing mail, including certified, overnight, and bulk mailings as needed.
- Coordinate with courier services and manage mailing supply inventory to support efficient logistics.
3. Document Processing and Data Entry
- Accurately input and update information in internal databases, spreadsheets, and official company forms.
- Review and proofread documents for accuracy and completeness before submission or filing.
- Assist in the preparation of standard reports, meeting minutes, and other documents as requested.
4. General Office Support
- Provide day-to-day administrative assistance such as photocopying, printing, scanning, and faxing documents.
- Monitor and replenish office supplies, ensuring availability of necessary materials for daily operations.
- Support office events and meetings by coordinating logistics such as room setup, materials preparation, and refreshment arrangements.
- Collaborate with other administrative staff to ensure tasks are completed promptly and office needs are met.
