File Controller

Role Purpose

Provide administrative support and perform various clerical tasks to ensure the smooth functioning of an organization or department, allowing other team members to focus on their core responsibilities.

Key Accountabilities

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• Execute accurate data entry tasks and maintain records to uphold precision and organization.
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• Oversee filing and document management, ensuring records and paperwork are well organized for easy retrieval and compliance.
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• Supervise incoming and outgoing correspondence, including emails, letters, and phone calls, to ensure smooth information flow.
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• Monitor file integrity and security measures to safeguard against unauthorized access and potential data breaches.
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• Coordinate with various departments to streamline file‑sharing protocols and enhance collaboration.
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• Implement version control procedures to track and manage changes, ensuring accuracy and consistency of file data.
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• Troubleshoot and resolve file‑related issues promptly to minimize disruptions and maintain system functionality.
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• Conduct periodic file audits to assess compliance with data management policies and recommend improvements.
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• Collaborate with IT teams to implement and update file storage solutions that align with technological advancements and organizational needs.
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• Educate users on file management best practices, promoting efficient utilization of resources and adherence to security protocols.
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• Continuously optimize file storage systems and workflows to enhance overall efficiency and support strategic objectives.
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Policies, Systems, Processes & Procedures

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• Follow all relevant office support processes, policies, standard operating procedures, and instructions to ensure work is carried out consistently.
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• Demonstrate compliance with the organization’s values and ethics at all times.
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Continuous Improvement

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• Identify opportunities for continuous improvement and sustainability of systems, processes, and practices, considering global standards, productivity improvement, and cost reduction.
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QHSE Management

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• Conduct all activities in a safe and environmentally responsible manner, in compliance with internal policies and guidelines.
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Technical Essential

Education/Certification: High School/Vocational Diploma or equivalent.

Experience: 0‑4 years related experience in similar roles.

Languages: English.

Skills: Regulatory Compliance, Administrative Assistance, Customer Service, Confidentiality & Data Privacy, Quality Control, Document Control.

Technical Preferred

Skills: Action Oriented, Ensures Accountability, Collaborates, Communicates Effectively, Self‑Development, Situational Adaptability.