The Archivist plays a vital, hybrid role in the organization, overseeing the compliant management and systematic preservation of critical company records across Finance, Legal, and other departments. Working in close coordination with the Finance Associate, Finance Team & Compliance Team. This position is responsible for ensuring the secure storage, easy retrieval, and systematic destruction (when appropriate) of documents. A key accountability is the accurate and timely processing of supplier invoices using the dedicated organizational tool.
Responsibilities
This role is divided into two primary areas: Records Management and Finance and Administrative Support.
A. Records Management & Custody
- Document Custody: Serve as the primary custodian for all company documents (Finance, Legal, HR, Logistics and other administrative records) stored within the archiving facility.
- Indexing and Processing: Receive, inspect, and ensure all existing and incoming files, records are properly indexed, categorized, and routed to the right person.
- Access and Retrieval: Maintain a systematic and accessible structure for all records, facilitating quick and secure retrieval for authorized personnel.
- Compliance & Retention: Proactively monitor and manage document retention schedules to ensure ongoing compliance with organizational policies and all applicable legal and regulatory requirements.
- Administrative Archiving: Execute essential administrative tasks related to records lifecycle, including filing, encoding, copying, and high-volume scanning/digitization.
- Facility Management: Maintain the security and cleanliness of the archiving room, ensuring optimal conditions for document preservation.
- Continuous Improvement: Recommend and implement best practices, innovative tools, and systematic improvements for archiving and document management systems.
B. Finance & Administrative Support
- Invoice Processing: Accurately process and track all incoming supplier invoices, ensuring correct and timely processing within our dedicated organizational tool.
- Confidentiality: Uphold the highest standards of confidentiality and handle all sensitive financial and personnel information with discretion.
- Administrative Support: Manage and monitor inventory of general office and archiving supplies.
- Ad-Hoc Duties: Perform other administrative and support duties as may be assigned by a direct leader from time to time.
What You Need to Succeed
- Sportive! You are passionate about sports.
You are a graduate of a Business or Finance related degree, with relevant professional experience in document management, archiving, or a high-volume administrative role. Experience directly related to finance or accounting records is a distinct advantage.
Organizational skills: You have keen attention to detail, methodical, and have excellent prioritization skills
Digitally driven! You have high proficiency with computer applications, including the Google Workspace suite (e.g., Google Sheets, Docs, Slides).
Collaborative! You are able to work with other teams while still remaining autonomous
You possess a high level of integrity and sound judgment in handling confidential information
What We are Offering
- A competitive remuneration package
- A zig-zag career opportunities here and abroad
- An opportunity to be a Decathlon Shareholder
- Health Insurance Plan
- 20% Teammate Decathlon purchase discount to support your sports activities!
- 10,000php yearly sports voucher (Any products worth 10K to support your sports goals!
As the starting line to your sportive career, you also get access to a global network of training, support, and mentorship across 61 countries. Discover your skills, hone your work ethic, and grow your career within an inclusive and fully supportive work environment where sport is at the heart of our business!
Are you ready to play?
Apply now!
