Archive Administrator

Management Level

Administrative Job Description & Summary

At PwC, our people in property management focus on providing strategic advice and solutions for clients in the real estate industry, helping them optimise their property portfolios and maximise returns. These individuals handle property acquisitions, leasing, asset management, and development projects.

In facilities and infrastructure management at PwC, you will focus on creating and maintaining efficient and effective operations of physical workspaces, including maintenance, security, and space planning. You will play a crucial role in creating a comfortable and productive environment for employees and clients. Focused on relationships, you are building meaningful client connections, and learning how to manage and inspire others. Navigating increasingly complex situations, you are growing your personal brand, deepening technical expertise and awareness of your strengths. You are expected to anticipate the needs of your teams and clients, and to deliver quality. Embracing increased ambiguity, you are comfortable when the path forward isn’t clear, you ask questions, and you use these moments as opportunities to grow.

Examples of the skills, knowledge, and experiences you need to lead and deliver value at this level include but are not limited to:

• Respond effectively to the diverse perspectives, needs, and feelings of others.
• Use a broad range of tools, methodologies and techniques to generate new ideas and solve problems.
• Use critical thinking to break down complex concepts.
• Understand the broader objectives of your project or role and how your work fits into the overall strategy.
• Develop a deeper understanding of the business context and how it is changing.
• Use reflection to develop self awareness, enhance strengths and address development areas.
• Interpret data to inform insights and recommendations.
• Uphold and reinforce professional and technical standards (e.g. refer to specific PwC tax and audit guidance), the Firm's code of conduct, and independence requirements.

MAIN PURPOSE OF THE JOB

To assist internal clients with the retrieval of company documents, and to ensure the safekeeping, updating of systems and to control the destruction procedures of company files.

Assist internal clients with the retrieval of company documents.

Ensure the safekeeping, updating of all company documents.

Ensure the efficient running of the archiving department.

Ensure to familiarise with the Archiving Dept. General Rules. (Refer to Standard Operating Procedure – Page 26)

Ensure to Read & Understand document retention policy (Refer to Standard Operating Procedure – Page 6-24)

To assist with any additional Archive related request.

Client enquiries

• Database & register
• Ensure that client’s requests are met daily , and to give immediate feedback when there is a problem.
• Answer client’s requests via SnoW platform
• Assist clients with the retrieval of documents on-site by referring to the:
• Deductive reasoning the ability to apply general rules to specify problems to produce answers that make sense
• flexibility of closure - ability to identify or detect a known pattern ( A figure, object, word, or sound) that is hidden in other destructing material.
• Inductive reasoning - the ability to combine pieces of information to form general rules or conclusions ( includes finding a relationship among unrelated events)
• Selective Attention- the ability to concentrate on a task over a period without being distracted.
• Category flexibility -the ability to generate or use different sets of rules for combining or grouping things in diverse ways .
• Near vision-The ability to see details at close range (within a few feet of the f observer)
• Oral Comprehension -The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Oral Expression-the ability to communicate information and ideas in writing so others will understand.
• Written Expression- The ability to communicate information and ideas in speaking so that others will understand.
• Speech recognition-The ability to identify and understand the speech of another person.
• Information Ordering - The ability to arrange things or actions in a certain order or pattern according to a specific rule or set rules ( e.g. patterns of numbers, letters , words , pictures, mathematical operations).
• Perceptual Speed - The ability to compare similarities and differences quickly and accurately among sets of letters, numbers of objects, pictures, or patterns. The things to be compared may be presented at the same time or one after the other. This ability also includes comparing a presented object.
• Problem Sensitivity–The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• Speech Clarity-The ability to speak clearly so others can understand you.
• Written Comprehension-The ability to read and understand information and ideas presented in writing
• Clients receive information on time.

Manage Document Storage

• Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archiving premises.
• Ensure that documents are distributed to internal clients only, and not to clients of the firm.
• Ensure that no one without legal access is allowed to enter the archives.
• Be present when assisting clients in the department .
• To ensure the safekeeping of each document

Deep Storage documents

On-site Documents:

• Confirm availability of documents.

• Find documents and contact clients about the availability of documents either verbally in writing or electronically.

• Supply document to client.

• Ensure that the client signs for documents.

• Complete and file request card. Off-site Documents: (Deep storage)

• Confirm availability of documents .

• Contact clients and inform them about the availability of documents either verbally in writing or electronically.

• Receive delivered box.

• Open the delivery box and remove the document.

• Contact client for collection of documents.

• Ensure that the client signs for documents.

• Complete and file request card.

• Keep record of who is in possession of the company's document/s

• Ensure Clients requests are efficiently handled.

Confidentiality

• Be present when assisting clients in the department
• Control access to the archive department to maintain a confidential environment
• Ensure that all documents registered on the archiving system, be kept under strict confidentiality.
• Ensure that the client signs for each document leaving the archiving premises.
• Ensure that documents are distributed to internal clients only, and not to clients of the firm.
• Ensure that no one without legal access is allowed to enter the archives.
• Be present when assisting clients in the department.
• Control access to the archive department to maintain a confidential environment.

Daily Duties

• All documents are registered on hard copy
• Ensure that box numbers are recorded on outgoing files to clients
• Ensure that deep storage bins are collected on floors for the destruction of confidential documents
• Ensure that document returns are captured and recorded before dispatch to deep storage
• Ensure that incoming documents from clients are sorted under the correct departments - partners or groups to prevent confusion when retrieving documents the correct binding off procedure is used.
• All documents are registered on hard copy
• Follow and understand all oral and written instructions
• Ensure that document returns are captured and recorded before dispatch to deep storage Service Provider
• To meet deadlines on workload delegated by the Senior Associate.
• Ensure that the client requests are met daily .