DOCUMENTATION OFFICER (TWO POSTS) @ FAVORSWAN
The Documentation Officer will be a crucial part of the team, responsible for the diligent receipt, verification, recording, filing, and secure custody of all transport and company documents. This includes handling waybills, delivery notes, PODs, invoices, and gate passes, ensuring their completeness, accuracy, and proper signatures. The role involves meticulous record-keeping in company systems, matching various transport documents, and proactive follow-up for missing items. Additionally, the officer will maintain an organized filing system, prepare daily, weekly, and monthly reports, and liaise with various departments and external parties. This position, located in Iringa Town, requires a highly organized individual to ensure seamless documentation processes for billing and record purposes.
Key Requirements
Receive and process all transport and company documents (waybills, delivery notes, PODs, invoices, gate passes)
Verify the completeness, accuracy, and proper signatures of all submitted documents
Record all incoming and outgoing documents in the company's register or electronic system
Ensure waybills are accurately matched with trip sheets, delivery notes, and customer instructions
Proactively follow up with drivers and operations staff for any missing, incomplete, or unsigned documents
File and maintain all transport documents in an organized and secure system for easy retrieval
Submit completed documentation to Finance, Operations, or Accounts departments for billing and record purposes
Prepare daily, weekly, and monthly reports on received, outstanding, and missing documents
Liaise effectively with drivers, dispatchers, customers, and other departments regarding document collection and verification
Perform additional documentation or administrative duties as assigned by management