- Prepare operational documents such as delivery documents, job cards, certificates or customer letters from system data and templates.
- Check incoming documents from customers, vendors or branches for completeness, signatures, stamps and validity dates.
- Maintain document registers with reference numbers, versions and the movement of physical files.
- Control SOPs and formats by issuing approved versions, withdrawing obsolete ones and keeping the master list current.
- Scan, index and upload documents to the document management system with correct file names.
- Keep a register of documents with validity dates, such as certificates, licences or insurance copies, and inform owners before they lapse.
- Retrieve files quickly for audits, client visits and internal queries, and record who took them.
- Archive closed files as per the retention policy, and arrange approved destruction of expired records.
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