Document Controller / Admin Officer (Accounting & Inventory Support) Digital Building Approach Trading Company

1. Document Control & Administration

• Maintain and organize all company documents (contracts, proposals, invoices, POs, delivery notes, reports, certificates, etc.).

• Ensure proper filing and archiving of documents in both hard copy and digital formats.

• Implement document numbering, version control, and approval workflows.

• Track outgoing and incoming documents and ensure proper distribution to relevant team members.

• Prepare templates for letters, reports, quotations, and official correspondence.

2. Accounting & Financial Administration Support

• Assist in preparing and organizing financial documents such as invoices, receipts, payment vouchers, and expense reports.

• Support the finance team in tracking accounts payable and receivable.

• Maintain accurate records of customer payments, supplier invoices, and bank-related documentation.

• Assist in preparing monthly summaries and financial tracking sheets.

• Coordinate with external accountants/auditors when required.

3. Inventory & Stock Management

• Maintain and update inventory records for company stock (devices, sensors, cables, consumables, etc.).

• Monitor stock levels and notify management when re-ordering is required.

• Track shipments, deliveries, and goods receiving notes (GRN).

• Maintain inventory logs and ensure all stock movements are recorded accurately.

• Support periodic inventory audits and physical stock counts.

4. Procurement & Vendor Coordination

• Support procurement activities including preparing purchase requests and purchase orders.

• Maintain vendor files and supplier documentation (VAT, CR, bank info, contracts).

• Coordinate with suppliers for quotations, delivery updates, and documentation requirements.

• Follow up with logistics/courier companies and track shipments.

5. General Office Support

• Provide administrative support to management and team members.

• Manage office supplies and ensure availability of required materials.

• Coordinate meetings, schedule appointments, and maintain internal records.

• Assist in preparing reports and presentations when needed.