Documentation and Certificate Officer

5 days ago

Kakkanad Kochi Kerala, India kairos Institute Full time ₹ 3,60,000 - ₹ 6,00,000 per year

Key Responsibilities:Documentation Management(FEMALE)

  • Maintain, organize, and update all official institute documents including academic records, reports, certificates, and correspondence.
  • Draft, proofread, and finalize official documents such as letters, circulars, memos, certificates, and notices for both students and institute operations.
  • Ensure all documents adhere to the institute's standards, formatting, and confidentiality protocols.
  • Manage digital and physical filing systems for easy retrieval of records.

Certificate Management

  • Prepare, verify, and issue student certificates, transcripts, mark sheets, and other academic credentials.
  • Maintain a record of all issued certificates and ensure proper documentation for audits and inspections.
  • Coordinate with relevant departments to verify information before certificate issuance.

Assistance to the Director

  • Assist the Director in drafting, reviewing, and finalizing official communications, agreements, and reports.
  • Prepare meeting agendas, minutes, and follow-up documentation for Director-level discussions.
  • Manage schedules and track deadlines for documentation-related tasks assigned by the Director.
  • Ensure smooth flow of information and documentation between the Director and other departments.

Compliance and Quality Assurance

  • Ensure all documentation meets legal, regulatory, and institutional compliance requirements.
  • Conduct regular audits of documentation to ensure accuracy, completeness, and timely updates.
  • Implement and maintain documentation policies and standard operating procedures (SOPs) as directed.

Coordination and Support

  • Coordinate with faculty, administration, and students for collection and verification of required documents.
  • Support new initiatives related to documentation, certificates, or administrative efficiency.
  • Act as a point of contact for queries related to documentation or certificates.

Qualifications and Skills:

  • Bachelor's degree in Business Administration, Management, Education, or related field.
  • Proven experience in documentation, certificate management, or administrative assistance in an educational setting.
  • Excellent written and verbal communication skills.
  • Strong organizational and time-management skills with high attention to detail.
  • Proficiency in MS Office (Word, Excel, PowerPoint) and document management software.
  • Ability to handle confidential information with discretion.
  • Strong coordination and interpersonal skills, especially in assisting senior management.

Key Competencies:

  • Accuracy and attention to detail
  • Professionalism and discretion
  • Ability to prioritize tasks and meet deadlines
  • Strong initiative and problem-solving skills
  • Teamwork and collaboration
  • Adaptability to handle multiple documentation requirements

Job Types: Full-time, Permanent

Pay: ₹22, ₹30,000.00 per month

Experience:

  • Drafting: 1 year (Required)
  • Records management: 1 year (Required)
  • Compliance management: 1 year (Required)

Work Location: In person

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