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