Document Associate

Description

Position Summary:

The Document Associate is responsible for managing, organizing, and maintaining various types of documentation in a highly efficient and accurate manner. This role supports various business units by ensuring that all documentation is properly handled, stored, and processed in accordance with company guidelines, legal requirements, and industry standards.

Key Responsibilities:

• Document Management:

  • Organize, classify, and index incoming and outgoing documents.
  • Maintain and update document databases and filing systems (both physical and digital).
  • Ensure that all documents are stored securely and are easily retrievable.
  • Scan, digitize, and archive physical records as needed.

• Data Entry & Record Keeping:

  • Input data into document management systems, ensuring high accuracy and completeness.
  • Perform regular audits to ensure records are up-to-date and comply with regulatory standards.
  • Assist in preparing reports related to document management.

• Compliance and Quality Control:

  • Ensure that all documents comply with company policies and industry regulations.
  • Assist in maintaining confidentiality and security of sensitive information.
  • Perform quality control checks on documents and data entries to prevent errors.

• Collaboration:

  • Work with other departments to ensure document flow is consistent and timely.
  • Respond to document-related inquiries and provide assistance as required.
  • Collaborate with team members to identify opportunities for improving document management processes.

• Additional Duties:

  • Perform other document-related tasks as needed or requested.
  • Stay updated with any changes in regulatory requirements related to document management.

Qualifications:

• Education:

  • High school diploma or equivalent required; Associate’s degree or higher preferred.

• Experience:

  • Previous experience in document management, administrative support, or related fields is a plus.

• Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Familiarity with document management software or systems.
  • Strong attention to detail and organizational skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Excellent written and verbal communication skills.

• Other Requirements:

  • Strong problem-solving skills and ability to work independently.
  • Ability to prioritize tasks and manage time effectively.
  • Good interpersonal skills and ability to collaborate in a team environment.

Working Conditions:

• Work is performed in an office setting, with extended periods of time spent at a desk.
• Ability to lift and move boxes or files, as needed (may vary by office).
• Occasional overtime may be required to meet deadlines