The Document Officer is responsible for the organization, management, and maintenance of all documents related to the parts sales team. This includes creating expense documents, printing packing lists for delivery, and managing picking and packing lists in coordination with the warehouse team.

• Oversee the organization and maintenance of all sales-related documents, including customer purchase orders, invoices, picking lists, and delivery notes.
• Ensure that all documents are correctly categorized, labeled, and filed in both physical and digital formats.
• Ensure that all documents are accurate, complete, and in accordance with company standards.
• Verify that all relevant details are present before filing, including the stamp of the person who picked the items, the delivery date, and the customers’ name and mobile numbers on the Proof of Delivery (POD).
• Ensure proper archiving of completed sales documents and maintain an organized, accessible archive for future reference.
• Create and archive expense documents for delivery.
• Print delivery notes (packing lists for delivery).
• Match proof of delivery (POD) with invoices and forward the information to the finance department.
• Work closely with the warehouse team to ensure that picking and packing are properly handled during the picking and delivery of parts.
• Track picking and packing lists when provided and received from the warehouse team.
• Provide requested documents for internal teams such as finance and legal.
• Assist the finance and parts sales teams in generating reports that require sales document data.
• Maintain effective communication between different workgroups within the parts department.
• Be a team player, contributing to a collaborative working environment.
• Participate in weekly Workplace Inspections (WPI).
• Take responsibility for the annual wall-to-wall stock take.

• Previous experience in document management, filing, or administrative roles (1-2 years) is preferred.
• Experience in sales or the parts industry is an advantage.
• Strong organizational skills and attention to detail.
• Proficient in Microsoft Office (Word, Excel, Outlook) and other relevant document management systems.
• Ability to work efficiently under pressure and manage multiple tasks.
• Ability to work independently and as part of a team.

Good communication skills (both written and verbal).

We welcome experienced professionals with the right attitude and the following competitive benefits are waiting for you:

• Pleasant working environment with professional and personal development opportunities
• Competitive salary
• Personal health insurance including family members
• Performance allowances
• Meal and bus services

All interested applicants are encouraged to send your resume via Zangia.mn application or send to our Human resources e-mail address.