Back Office Specialist – Digital & Physical Archive (MF)

Position Summary

The Back Office Specialist Digital & Physical Archive is responsible for ensuring efficient document management across the company including mail reception digitalisation organisation classification and long-term maintenance of both physical and digital records. The role also supports internal operations through supplier purchase order management and the coordination of shared internal and external document libraries.

Key Responsibilities

1. Mail Reception & Document Processing

• Receive register and distribute incoming physical and digital mail.
• Scan digitalise and correctly classify all incoming documentation.
• Ensure documents are captured with accuracy and stored in the appropriate digital repositories.

2. Archive Management (Digital & Physical)

• Maintain an organised and secure physical archive ensuring documents are properly stored tracked and retrievable.
• Manage the companys digital archive ensuring correct categorisation naming conventions indexing and version control.
• Oversee lifecycle management of documents: creation storage retrieval retention periods and safe destruction when applicable.
• Implement and monitor archival best practices to ensure compliance with internal policies and legal requirements.

3. Purchase Order Administration

• Create validate and track internal supplier Purchase Orders (POs).
• Ensure compliance with procurement procedures and accurate documentation.
• Liaise with internal teams and suppliers to resolve discrepancies related to POs invoices or delivery confirmations.

4. Shared Libraries & Information Management

• Manage and maintain internal and external shared libraries (e.g. SharePoint) ensuring structured access proper permissions and consistent document organisation.
• Assist teams in uploading structuring and locating documents within shared platforms.
• Promote standardisation in folder structure naming conventions and file retention policies.

5. Operational Support

• Support internal departments with document retrieval classification and filing needs.
• Identify opportunities to streamline back-office processes especially related to document flows and archiving routines.
• Ensure confidentiality and data protection compliance across all document handling activities.

Required Skills & Qualifications

Technical Skills

• Experience with document management systems and digitalisation tools.
• Proficiency in SharePoint and other shared library platforms.
• Strong knowledge of digital and physical archiving practices.
• Ability to manage Purchase Orders and administrative workflows.

Soft Skills

• High attention to detail and strong organisational skills.
• Ability to manage multiple tasks and prioritise effectively.
• Strong communication skills and a service-oriented mindset.
• Reliability discretion and strict compliance with confidentiality rules.

Education & Experience

• High school diploma or equivalent required; vocational or higher education in Administration Information Management or related fields is an advantage.
• Minimum 12 years of experience in back-office administration archiving document control or similar roles.

Join us and be part of a dedicated team committed to excellence. Apply now!!