Document Administrator

Description

Job Overview:

We are seeking a highly organized and detail-oriented Document Administrator to manage and maintain all essential documents within our organization. The ideal candidate will have a solid understanding of document control systems, file management, and be capable of handling sensitive information with confidentiality. The Document Administrator will ensure that all records, files, and documents are stored, organized, and accessible in compliance with industry standards and company policies.

Key Responsibilities:

• Document Management:

  • Organize, file, and maintain both physical and electronic documents.

  • Ensure that all documents are easily retrievable and properly archived according to company policies.

  • Review and verify the accuracy and completeness of documents before storing them.

• File Control & Versioning:

  • Implement version control procedures for documents to ensure that the latest versions are accessible and outdated versions are properly archived or disposed of.

  • Monitor document lifecycles and ensure timely destruction of outdated documents.

• Document Retrieval:

  • Assist team members in locating and retrieving documents as needed.

  • Respond to document requests from internal and external stakeholders in a timely manner.

• Compliance & Quality Assurance:

  • Ensure documents comply with relevant regulatory standards, industry guidelines, and internal policies.

  • Perform regular audits of documents and files to ensure accuracy and completeness.

• Collaboration & Communication:

  • Work closely with other departments to ensure smooth document flow and integration across various business functions.

  • Coordinate with legal, compliance, and project management teams regarding document control.

• Database Management:

  • Maintain and update document management systems, ensuring that files are categorized and stored appropriately.

  • Assist in the implementation and maintenance of digital document management tools/software.

• Document Security:

  • Implement security protocols to protect confidential and sensitive information.

  • Control access to documents, ensuring only authorized personnel can view or modify specific files.

Qualifications:

• Education:

  • High school diploma or equivalent (required).

  • Associate's degree or bachelor’s degree in Business Administration, Information Management, or related field (preferred).

• Experience:

  • Minimum of 2 years experience in document management or administration, ideally in [specific industry, e.g., legal, healthcare, or construction].

  • Experience with document management systems (DMS) or enterprise content management (ECM) software.

• Skills & Abilities:

  • Strong attention to detail and organizational skills.

  • Knowledge of document control processes, including filing, indexing, and versioning.

  • Excellent communication skills (written and verbal).

  • Ability to work with minimal supervision and meet deadlines.

  • Proficiency in Office Suite (Word, Excel, PowerPoint) and document management software.

  • Familiarity with compliance regulations and industry standards (e.g., ISO, HIPAA, etc.).

Physical Requirements:

• Ability to sit or stand for extended periods of time.

• Ability to lift and carry documents or files weighing up to [X lbs] as needed.

Working Conditions:

• [Brief overview of work environment (e.g., office-based, hybrid, remote, etc.)]

• [Any specific schedule requirements (e.g., flexible hours, weekend work, overtime, etc.)]