Data and Records Administrator

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Job Overview:
We are seeking a highly organized and detail-oriented Data and Records Administrator to join our team. The ideal candidate will have experience working with data management platforms such as Upgrade to see actual info and proficiency in Microsoft Office applications (Word, PowerPoint, Excel). This role is essential for maintaining, organizing, and managing the company’s data and records in a systematic and efficient manner, ensuring that proper naming conventions are consistently followed. Additionally, the role involves the regular updating and maintenance of company policies, procedures, and protocol documents to ensure accuracy and alignment with organizational standards and regulations.

Key Responsibilities:

Data Management & Maintenance:
Organize, manage, and maintain accurate records across various systems, ensuring that all data is updated and accessible.
Enforce and manage consistent, organized naming conventions for files, documents, and records to ensure consistency across departments. This ensures that all stakeholders can easily locate and identify documents and data, preventing errors and inefficiencies.
Regularly audit and clean up data to ensure consistency and accuracy, with particular attention to naming standards and file structures.

Reporting & Analysis:
Generate reports and analyze data using Microsoft Excel, ensuring insights are clear, accurate, and actionable.
Create PowerPoint presentations to communicate key data insights and project progress to stakeholders.

Document Management & Updates:
Maintain and organize records, ensuring compliance with organizational standards, naming conventions, and policies.
Draft, format, and update various documents and reports using Microsoft Word, ensuring file names follow a clear and consistent pattern for ease of access and retrieval.
Collaborate with relevant departments to revise and implement changes in procedures, ensuring alignment with company objectives and regulatory requirements.

Collaboration & Support:
Collaborate with different departments to ensure smooth information flow, the correct implementation of naming conventions, and proper data management practices.
Provide administrative support related to data and records management, helping teams with system navigation, organization, and process optimization.

System Optimization & Workflow Improvement:
Recommend and implement improvements to data management processes to enhance productivity, accuracy, and compliance with naming conventions.
Assist in the integration of data systems and tools, ensuring seamless functionality and proper alignment of naming standards across platforms.

Skills & Qualifications:

Experience:
Proven experience as a Data Administrator, Records Administrator, or in a similar role.
Strong experience using Upgrade to see actual info for task tracking and project management.
Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Technical Skills:
Strong knowledge of data management best practices and tools.
Expertise in enforcing naming conventions and file structures for efficient record-keeping.
Ability to analyze data and generate reports using Excel.
Comfortable creating visual presentations using PowerPoint.
Knowledge of file management systems and document organization.

Organizational & Analytical Skills:
Exceptional attention to detail and accuracy in handling data.
Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
Ability to analyze data trends and generate meaningful insights.
A deep understanding of the importance of organized naming conventions and their role in reducing errors, improving searchability, and ensuring long-term accessibility of data and documents.

Communication Skills:
Excellent verbal and written communication skills.
Ability to explain complex data in simple terms to various stakeholders.

Qualifications:

Bachelor’s degree in Business, Information Management, Data Science, or a related field (preferred).
Relevant certifications in data management or administration (a plus).


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