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 isnt 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 Firms 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 clients requests are metdaily and to give immediate feedback when there is a problem.
Answer clients requests viaSnoWplatform
Assistclients with the retrieval of documents on-site by referring tothe:
Deductive reasoning the ability to apply general rules to specifyproblems toproduce answers that make sense
flexibility of closure- abilitytoidentifyor detect a knownpattern (A figure objectword orsound) that is hidden in other destructing material.
Inductive reasoning- theability tocombine piecesofinformation toform general rules orconclusions (includes finding a relationship amongunrelatedevents)
Selective Attention- theability toconcentrate onatask overa periodwithout being distracted.
Category flexibility-the ability togenerate oruse different sets of rulesfor combiningor grouping things indiverse 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 inspeaking sothat others willunderstand.
Speech recognition-The ability toidentifyand understand the speech of another person.
Information Ordering - Theability toarrange things or actions in a certain order or patternaccording toaspecific ruleor setrules (e.g. patterns ofnumbers letters wordspictures mathematicaloperations).
Perceptual Speed- Theability tocompare similarities and differences quickly and accuratelyamong sets oflettersnumbers ofobjectspicturesorpatterns. Thethings to becompared maybe presented at the same time or one after theother. Thisability also includescomparing apresentedobject.
Problem SensitivityTheability totell when something iswrong orislikely togowrong. Itdoes not involve solving theproblem onlyrecognizing there is aproblem.
Speech Clarity-Theability tospeak clearly so others can understand you.
Written Comprehension-Theability toread andunderstandinformation andideas 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 whenassistingclients 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-siteDocuments:(Deepstorage)
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 deliverybox andremove 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 companys document/s
Ensure Clients requests are efficiently handled.
Confidentiality
Be present whenassistingclients in the department
Control access to the archive department tomaintaina 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 whenassistingclients in the department.
Control access to the archive department tomaintaina 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 thedestruction ofconfidential 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 todeep storageService Provider
To meet deadlines on workload delegated by the Senior Associate.
Ensure that the client requests are metdaily.
Must be able to work under pressure and flexibility.
Ensure that the request form is completed and signed by the client/s.
Ensure that returned documents are repacked in correct boxes to avoid misfiling or misplacing of documents.
Ensure that box numbers are recorded on outgoing files to clients
Establish andmaintaineffective relationships with fellow employees
Ensure Client requests are metdailyand give immediate feedback when there is an issue.
Answer clients with retrieval of documents both onsite and offsite by referring to the database and register
Binding of correspondence documents
Sendingbindeddocuments offsite to deep storage
Job Objectives
Client enquiries
Confidentiality
Capturing documents
Deep storage documentshousekeepingstandards
Housekeeping
Ensure that department isalways kept neat and tidy
Ensure that all old deep storage boxes aredestroyed andremoved from the archives.
No Eating allowed at workstation.
KNOWLEDGE
MSOffice
One Drive
Paper File Management System
Snow Helpdesk
RedwoodTimesheets
MS Teams
Workday
Webex
OLA Overtime
ONeil
SKILLS
ActiveLearning:Understanding the implications ofadded informationfor both current and future problem-solving and decision-making.
Active Listening: Giving full attention to what other people are saying taking time to understand the points being made asking questions asappropriate and not interrupting at inappropriate times.
Coordination:Adjusting actions in relation to others actions.
CriticalThinking:Using logic and reasoning toidentifythe strengths and weaknesses of alternative solutionsconclusionsor approaches to problems.
LearningStrategies:Selecting and using training/instructional methods and proceduresappropriate forthe situation when learning or teaching new things.
ReadingComprehension:Understanding written sentences and paragraphs in work related documents.
ServiceOrientation:Actively looking for ways to help people.
SocialPerceptiveness:Being aware of others reactions and understanding why they react as they do.
Speaking: Talkingto others to convey information effectively.
TimeManagement:Managing ones own time and the time of others.
Computer Literacy
ATTRIBUTES
Teamwork to achieve Departmentobjectives.
Strong Ethics
Travel Requirements
Up to 20%
Available for Work Visa Sponsorship
No
Job Posting End Date
July 23 2026
Required Experience:
Unclear Seniority
Employment Type : Full-Time
Experience: years
Vacancy: 1