RECORDS OFFICER

Key Responsibilities

Records Management & Filing

• Collect, organise, and maintain accurate physical and digital records for all operational activities including waste intake, fleet logs, site operations, environmental monitoring, maintenance records, and administrative documents

• Develop and maintain a systematic filing system that ensures records are easily retrievable and appropriately categorised

• Ensure records are stored securely, protected from damage or unauthorised access, and retained in accordance with company and regulatory retention schedules

• Conduct regular filing audits to identify missing, misfiled, or incomplete records and rectify promptly

Weighbridge & Waste Intake Records

• Record and reconcile all waste intake data from the weighbridge including vehicle registration, waste type, tonnage, date, and waste depositor details

• Verify that weighbridge tickets are accurately completed and reconciled with daily intake summaries

• Maintain a waste intake register and compile daily, weekly, and monthly tonnage summaries for the Operations Manager

Fleet & Equipment Records

• Maintain vehicle logbooks, trip sheets, and fuel consumption records for the entire Zoomlion Kenya fleet

• Record and file all vehicle maintenance, service, and repair records including job cards, parts requisitions, and maintenance reports

• Track vehicle licence, insurance, NTSA inspection, and compliance documentation; alert the Operations/Workshop team of upcoming renewal deadlines

• Maintain equipment operating hour logs and service interval records

Environmental & Compliance Records

• Maintain environmental monitoring records including leachate volumes, landfill gas readings, groundwater monitoring data, and surface water inspection logs

• Ensure all regulatory compliance records (NEMA reports, environmental monitoring submissions, permit correspondence) are accurately filed and retrievable

• Assist in the preparation of documentation for regulatory inspections and audits

Administrative Records

• Maintain staff attendance registers, and daily doperations sheets

Reporting Support

• Compile and format data summaries for inclusion in daily, weekly, and monthly operational reports

• Respond to requests for records and data from management, finance, and operations teams within agreed timeframes

• Flag discrepancies, gaps, or anomalies in records to the relevant supervisor immediately

Any other duties as assigned by the Operations Manager / Landfill Manager

Qualifications

• Kenya Certificate of Secondary Education (KCSE) minimum grade C or equivalent

• Diploma in Records Management, Business Administration, Information Management, or a related field is preferred

• Computer literacy certificate or equivalent training in MS Office applications

Experience

• Minimum of 2–3 years of experience in a records management, data entry, or administrative role

• Experience in a transport, logistics, waste management, or operations environment is preferred

• Familiarity with weighbridge or fleet management systems is an advantage

Technical Skills

• Proficiency in MS Office (Excel, Word) for data entry and report compilation

• Ability to manage both physical and digital filing systems

• Basic understanding of environmental or operational compliance record-keeping is an advantage

• Accurate and fast data entry skills

Core Competencies

• High level of accuracy and attention to detail

• Organised, systematic, and thorough in approach to record management

• Honest and trustworthy with strong commitment to data confidentiality

• Able to work independently with minimal supervision

• Good communication skills and ability to work cooperatively with operations, finance, and management teams

• Reliable, punctual, and dependable