Document Personal

Job Description

The Document Personnel at Sugarland Hotels is responsible for managing, organizing, and securing all hotel documents and records. This includes contracts, staff files, financial documents, operational policies, supplier records, and guest related files. The role ensures documents are properly stored, updated, and easily retrievable while maintaining confidentiality and compliance with standards

Responsibilities

• Document Management
• Receive, register, and archive all incoming and outgoing documents.
• Maintain organized filing systems (digital and physical).
• Ensure all documents are properly labeled, indexed, and stored for easy retrieval.
• Compliance & Confidentiality
• Protect sensitive hotel and employee information.
• Ensure documents comply with hotel policies and legal/regulatory requirements.
• Support audits by providing accurate and complete records.
• Record Keeping
• Maintain up-to-date records of staff (contracts, performance, leave, etc.).
• File supplier contracts, invoices, and hotel agreements.
• Keep logs of correspondence, memos, and official letters.
• Document Control
• Track revisions, updates, and approvals of documents.
• Distribute updated versions to relevant departments.
• Ensure obsolete documents are archived or destroyed securely.
• Reporting & Coordination
• Prepare reports on document status, storage, and compliance.
• Support HR, Finance, and Management with accurate document references.
• Work closely with department heads to ensure timely submission of records

Requirements

• OND/HND/Bachelor’s degree in Business Administration, Records Management, Library Science, or related field.
• Minimum 1–3 years of experience in document control, records keeping, or administrative work.
• Strong knowledge of filing systems (physical & digital).
• Proficiency in MS Office (Word, Excel, Outlook) and document management software.
• Excellent organizational and time-management skills.
• High level of accuracy, confidentiality, and integrity.