Records Management Administrator

Zutari: Co-creating an engineered impact.

Behind every transformative infrastructure project is a network of people, systems, and ideas working in sync.

We are a leading buildings, infrastructure engineering and advisory firm with over 90 years of experience across Africa and the Middle East. While our work shapes physical infrastructure, from schools to stadiums, dams to bridges, it is powered by the strength of our people and the systems that support them.

We are seeking individuals who bring clarity, structure, and insight to complex environments, enabling our teams to deliver meaningful, sustainable impact at scale.

What kind of talent do we pursue?

We employ people with the right attitude and a positive mindset, who are motivated by doing the right thing, getting things done and share a sense of urgency. People who have an impact in our teams and broader community. People who think differently and connect with those around them to co-create new opportunities and leave a meaningful legacy.

Role Responsibilities

Records registration and preparation

• Register and prepare documents, drawings, and microfilm in accordance with the workflow rotation cycle.
• Ensure records are correctly sorted, labelled, and prepared for scanning and processing.
• Check that records are complete and suitable for digitisation before scanning.
• Maintain accurate tracking of records moving through the workflow.

Scanning and digitisation

• Scan documents, drawings, and microfilm according to the workflow rotation cycle.
• Operate scanning and imaging equipment in line with standard procedures.
• Ensure scanned images meet required standards for clarity, completeness, orientation, and resolution.
• Escalate equipment faults or scanning issues for resolution.

Quality control and accuracy checking

• Check all scanned documents, drawings, and microfilm for accuracy in line with workflow requirements.
• Apply required quality control checks during and after the scanning process to ensure accuracy, completeness, and compliance with workflow standards.
• Identify and correct errors, omissions, duplication, or poor image quality where required

Indexing and records administration

• Index drawings and related records accurately in accordance with workflow requirements and filing conventions.
• Capture and maintain correct metadata, descriptions, and reference numbers to support retrieval.
• File and manage records systematically in physical and electronic repositories.
• Support / maintain accuracy and accessibility of records systems.

Records disposal and client enquiries

• Execute destruction of documents and drawings in accordance with approved records retention and destruction procedures.
• Maintain disposal records and ensure confidentiality during destruction activities.
• Manage internal enquiries and client requests in line with workflow allocation and service requirements.
• Retrieve and provide records or information within agreed turnaround times.
• Support the team as an active records management Administrator, official, or representative in delivering of records services.

Minimum Requirements

• Grade 12 / Matric - Essential
• Certificate or diploma in Records Management, Archives, Information Management, Library and Information Science, or a related field - Advantageous
• Training in document management systems, scanning systems, or records administration - Advantageous
• Minimum 2 years of experience in records management, document control, archives, or administrative support.
• Proven experience in scanning, indexing, and quality checking of records.
• Experience working with document imaging systems and record tracking processes.
• Experience handling confidential documentation with a high degree of accuracy.

Skills

• MS Office proficiency: Word, Excel, PowerPoint, and Outlook.
• Good written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to organise, classify, and retrieve information efficiently.
• Physically fit and able to lift, move and carry records and archive boxes in accordance with safe work practices.
• Time management and ability to meet workflow deadlines.
• Client service orientation and responsiveness to enquiries.
• Ability to work both independently and as part of a team.
• Basic operation of scanning and document imaging equipment.

Competencies

• Records Administration: Ability to register, classify, file, retrieve, and dispose of records in a structured and controlled manner.
• Document Quality Control: Ability to inspect scanned documents, drawings, and microfilm for completeness, legibility, and accuracy.
• Indexing and Metadata Management: Ability to capture information accurately to ensure efficient retrieval and traceability.
• Confidentiality and Compliance: Ability to handle sensitive records responsibly and in line with company policies and legal requirements.
• Organisational Skills: Capable of maintaining structured filing systems and processing records in accordance with workflow cycles.
• Time Management: Skilled in managing multiple tasks, deadlines, and priorities efficiently.
• Teamwork: Ability to contribute effectively as a team member within the records management function.
• Client Focus: Ability to respond professionally and efficiently to internal and external record-related enquiries.

We believe that a diverse work force is key to our business success. We seek the best people for our jobs based on their skills, qualifications and experience. We embrace the principle of equal opportunity in employment, and we work towards eliminating all forms of unlawful discrimination in our employment practices. In support of diversity and the equal opportunity principle, preference will be given to individuals from designated groups within South Africa