Documentation & Reports Officer at Alfred & Victoria Associates

Role Summary

• The Documentation & Reports Officer is responsible for recording all job and operational data for the Fiber Department, maintaining a well-organised filing system, and generating weekly and monthly reports. She also serves as the primary backup for the Coordinator during periods of leave or absence, ensuring the Fiber Backoffice continues to operate without disruption.

Key Responsibilities
Data Recording & Job Management:

• Record all incoming requests, job updates, fault logs, and closures in the job tracking system accurately and in real time.
• Maintain a complete log of all jobs—open, in-progress, completed, and cancelled—with correct dates, engineer assignments, and status.
• Capture materials used per job and update inventory records accordingly.

Filing & Archiving:

• Archive all job cards, completion forms, fault reports, and project documents within 24 hours of job closure.
• Maintain an organised physical and digital filing system using consistent naming and categorisation.
• Conduct a monthly filing check to identify and correct any gaps or missing records.

Reporting:

• Compile the weekly department activity report for review by the Fiber Backoffice Team Lead before submission.
• Prepare the monthly performance dashboard covering KPIs, job volumes, SLA performance, and materials consumption.
• Generate ad hoc reports when requested by the Team Lead or HOD.

Coordinator Backup:

• Cover all coordinator duties during absence—request intake, work order drafting, client appointment confirmation, and inter-departmental communication.
• Maintain sufficient familiarity with coordinator tools and contacts to step in without operational disruption.

Demand on the job:

• The position is currently in high demand. Please note that the interview process will be conducted in two stages, and you will be required to be physically present at the client’s premises

Requirements

• Education: OND / HND in Business Administration, Information Management, or related field.
• Experience: 1–2 years in an administrative, data entry, or records management role. Telecoms experience is an advantage.
• Computer Skills: Proficient in Microsoft Excel and Word. Experience with job tracking or CRM tools is an advantage.Key Attributes: High attention to detail, organised, reliable, able to handle confidential data with discretion.