FEMALE Office Admin Assistant / Document Controller (PhiIippines / lndia Preferred)

Full job description

Job Title: Office Administrative / Document Controller

Starting Monthly Salary: QAR 3,700 to QAR 4,000 (Full package / Live out)

Job Summary: We are seeking a highly organized, proactive, and detail-oriented Office Admin Assistant cum Document Controller with a strong foundation in accounting/finance and advanced Microsoft Office skills. The successful candidate will be responsible for providing comprehensive administrative support, managing all company documents efficiently, and assisting with various accounting and finance tasks to ensure the smooth operation of our office. Preference will be given to applicants from the PhiIippines and lndia.

Key Responsibilities:

Office Administration:

Manage and maintain office supplies inventory, ensuring adequate stock levels and efficient procurement.

Handle incoming and outgoing correspondence, including emails, calls, and mail, directing them to the appropriate personnel.

Coordinate and schedule meetings, appointments, and travel arrangements for staff and management.

Maintain a tidy and organized office environment.

Assist in preparing presentations, reports, and other documents as required.

Manage office equipment maintenance and liaise with vendors for repairs or new purchases.

Support HR functions such as maintaining employee records and assisting with onboarding processes.

Document Control:

Establish and maintain a comprehensive document control system, ensuring all documents are properly cataloged, stored, and retrieved.

Manage the issuance, receipt, storage, and retrieval of all project and company-related documents, both physical and electronic.

Ensure all documents adhere to company standards, policies, and regulatory requirements.

Control document numbering, filing, sorting, and archiving.

Maintain document logs and registers for accurate tracking and auditing purposes.

Facilitate document review and approval processes, ensuring timely circulation and feedback.

Implement and manage document version control to ensure the latest versions are always accessible.

Assist in the preparation of document transmittals and submissions.

Accounting / Finance Support:

Assist with basic bookkeeping tasks, including data entry for invoices, receipts, and payments.

Reconcile petty cash and prepare expense reports.

Support the preparation of financial reports and statements.

Assist in payroll data collection and verification.

Maintain accurate financial records and filing systems.

Liaise with clients and vendors regarding payment inquiries and discrepancies.

Perform other accounting and finance-related duties as assigned.

Qualifications:

Bachelor's degree in Business Administration, Accounting, Finance, or a related field.

Proven experience (minimum 3-5 years) in an administrative role, with significant exposure to document control and basic accounting/finance functions.

Strong understanding of document control principles and practices.

Knowledge of basic accounting principles and financial processes.

Skills:

Advanced Microsoft Office Suite Proficiency: Expert-level skills in Word, Excel (including advanced formulas, pivot tables, and data analysis), PowerPoint, and Outlook.

Exceptional Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

Attention to Detail: Meticulous and accurate in all tasks, especially concerning document management and financial data.

Strong Communication Skills: Excellent written and verbal communication abilities.

Problem-Solving Skills: Ability to identify issues and implement effective solutions.

Proactive and Self-Motivated: Capable of working independently with minimal supervision and taking initiative.

Discretion and Confidentiality: Ability to handle sensitive information with the utmost discretion.

Team Player: Collaborative mindset with the ability to work effectively within a team.

Adaptability: Flexible and able to adapt to changing priorities and new challenges.

Job Type: Full-time

Pay: QAR3,700.00 - QAR4,000.00 per month

Application Question(s):

IMPORTANT: Only applicants currently in Qatar will be screened for interview. Make sure that your CV has your photo.

In which country are you currently located?

Which country are you from?

What is your age now?

How many years of working in HR department do you have?

Have you read and agree to the job description and salary that we mentioned for this role?

Do you have experience in handling employee files and benefits?

Do you have experience in payroll processing by auditing employee schedule and time sheet / time record?

Do you have experience in interviewing job applicants for a restaurant / hotel work?

Do you have a valid QID? If yes, when is its expiry date?

Is your QID transferable and your sponsor will allow you to change companies?