Document Management Specialist

Description

• Administer and maintain the document management system, ensuring proper organization [folder structure and formats], approvals, versioning, access control, archival.
• Support audits and inspections by providing accurate and timely documentation.
• Assist with data and document management related to other IFS modules.
• Become the Subject Matter Expert relative to the IFS document management system.
• Facilitate communication to resolve any issues related to document submissions and to ensure timely document updates and approvals.
• Monitor document workflows and approval processes to ensure compliance and efficiency.
• Perform regular checks to ensure document accuracy and integrity and manage version control to track updates and revisions.
• Manage and monitor the uploading of various types of documents into our application platform, ensuring that all files are accurately categorized.
• Troubleshoot any issues related to document uploads and access.
• Work closely with internal teams, internal suppliers and customers, to gather, verify, and upload required documents.
• Review, format, and upload documents in accordance with company standards, ISO, and other regulatory requirements.
• Adhere to company policies and external regulatory requirements regarding document management and data security.
• Maintain work instructions related to document management to ensure are adequate.
• Ensure the document management system is up-to-date, user-friendly, and efficient.
• Provide training and support to internal users on the document management process and system functionalities.
• Generate reports and metrics related to document status, compliance, system usage and any risks associated with the document management system compliance.

Requirements

• Experience: Minimum of 2-3 years of experience managing/maintaining a document management system.
• Skills: Strong computer skills with proficiency in using document management systems and applications. Strong organizational skills and attention to detail are essential.
• Technical Proficiency: Experience with document management software and applications (e.g., SharePoint, Dropbox, proprietary document management systems). Familiarity with office software (e.g., Microsoft Office Suite, Visio, etc.).
• Knowledge: Understanding of document management processes and data security best practices. Familiarity with and working knowledge of the ISO standards, such as ISO 9001.
• Education: Associate’s degree in Business, Information Management, or a related field.
• State-of-the-art equipment and tools to support your work Equal Opportunity
• Communication: Excellent written and verbal communication skills, with the ability to collaborate and interact effectively with team members.
• Personal Traits: High degree of integrity, reliability, and ability to handle sensitive information with discretion. Ability to work independently and manage multiple priorities.

Benefits

• Flexible work schedule
• Professional development opportunities, including tuition reimbursement, and conference attendance
• 401K retirement savings plan with employer matching
• Competitive Salary
• Company-sponsored social events and team-building activities
• Generous vacation and paid time off
• Comprehensive health, dental, and vision insurance plans

Training + Development

Interview process

Visa Sponsorship

Security clearance