Document And Office Files Specialist

Company Description HERBOCAL is a leading manufacturer and exporter of high-purity calcium carbonate (CaCO₃), headquartered in Minya, Egypt, a region renowned for its exceptionally pure and bright limestone reserves. The company serves a broad range of industries, including plastics, paints and coatings, paper and packaging, construction materials, food and beverage, pharmaceuticals, animal nutrition, glass and ceramics, environmental applications, and cosmetics. With a strong focus on quality, innovation, and customer satisfaction, HERBOCAL provides ground and coated calcium carbonate solutions to partners across Egypt, the Middle East, Africa, Europe, and other global markets. HERBOCAL's mission is to leverage Minya's unique geological advantage to deliver world-class industrial minerals that help customers improve product performance, efficiency, and reliability. More information about the company and its products can be found at https://herbocal.com/.
Role Description The Document and Office Files Specialist is a full-time, on-site role based in Qesm Heliopolis. This role is responsible for organizing, maintaining, and safeguarding physical and digital office documents, including contracts, invoices, production records, quality certificates, and compliance documentation. Daily activities include filing, indexing, and archiving records; updating document databases and tracking systems; ensuring version control; and supporting internal teams with quick, accurate document retrieval. The specialist will coordinate with departments such as production, quality, logistics, and finance to ensure that all documentation meets internal standards and regulatory requirements. Additional responsibilities may include preparing reports and summaries, assisting with audits, maintaining confidentiality and data security, and contributing to the improvement of document management procedures.
Qualifications

• Document control and records management skills, including organizing, filing, indexing, and archiving office documents.
• Experience with digital document management systems, databases, and common office software (e.g., MS Office, cloud storage tools).
• Strong attention to detail, accuracy in data entry, and the ability to maintain version control and traceability of files.
• Good communication skills and the ability to collaborate with cross-functional teams such as production, quality, logistics, and finance.
• Ability to handle confidential information responsibly and follow data protection and compliance guidelines.
• Strong time management and organizational skills, with the ability to prioritize tasks in a fast-paced office environment.
• Previous experience in document or office administration roles; experience in industrial or manufacturing settings is an advantage.
• Proficiency in English; knowledge of additional languages commonly used in the region is beneficial.
• Secondary school diploma required; a diploma or degree in business administration, office management, or a related field is preferred.