Documentation Specialist at Hello Energy

Job Summary

• We are seeking a skilled and detail-oriented Documentation Specialist to join our dynamic
• team. The ideal candidate will be responsible for managing, organizing, and maintaining all
• company records and regulatory documentation to ensure accuracy, accessibility, and
• compliance with industry standards. This role supports operational efficiency by ensuring
• that all licenses, permits, and critical documents are up to date and properly archived.

Key Responsibilities
Document Management & Record Keeping:

• Maintain an organized filing system (physical and digital) for all company documents.
• Ensure proper classification, storage, and retrieval of operational, regulatory, and administrative records.
• Regularly update records to reflect current and accurate information.

Regulatory Documentation & Compliance:

• Track and manage all licenses, permits, and certifications required for operations.
• Monitor expiry dates and initiate timely renewal processes.
• Ensure all documentation complies with regulatory and industry standards.

Data Entry & Documentation Accuracy:

• Input and update information in document management systems and databases.
• Verify documents for accuracy, completeness, and consistency.
• Correct errors and maintain high data integrity standards.

Audit & Reporting Support:

• Provide required documentation during internal and external audits.
• Generate reports on document status, expirations, and compliance levels.
• Assist in implementing document control procedures.

Application & Renewal Processing:

• Prepare and submit applications for new licenses, permits, and approvals.
• Liaise with regulatory bodies and follow up on submission status.
• Maintain a calendar of renewal timelines and requirements.

Coordination & Communication:

• Work closely with operations, procurement, and compliance teams to gather necessary documentation.
• Communicate requirements and updates regarding documentation processes.

Requirements

• Bachelor’s degree in business administration, Management, or a related field.
• No prior work experience required.
• Strong organizational and record-keeping skills.
• High attention to detail and accuracy.
• Good communication and interpersonal skills.
• Basic proficiency in Microsoft Office tools (Excel, Word).
• Ability to manage multiple tasks and meet deadlines.

Why Join Us?

• Competitive salary and benefits
• Opportunity for career growth
• Supportive and professional work environment
• Access to ongoing training and development.