Responsibilities## Intake & Indexing\n\n* Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.\n* Confirm document type, required fields, signatures, and attachments.\n* Index each record using standard metadata (client/project ID, date, document category, version, region).\n\n## Document Organization\n\n* Apply standardized naming conventions and folder structures.\n* Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).\n* Maintain controlled libraries (final vs draft vs archived), including retention tags.\n\n## Quality Control\n\n* Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.\n* Flag exceptions and route them to the correct owner with clear notes.\n* Maintain error logs and contribute to process improvements that reduce rework.\n\n## Records Governance & Compliance\n\n* Handle sensitive records with strict access controls and confidentiality.\n* Follow retention schedules, legal hold instructions, and deletion/archival rules.\n* Support audits by pulling records quickly and documenting chain-of-custody steps.\n\n## Collaboration & Communication\n\n* Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.\n* Provide status updates on backlog, turnaround time, and issues found during processing.\n\n## Tools You May Use\n\n* Cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), spreadsheets, ticketing (Jira/Asana/ServiceNow), e-signature platforms, and basic office productivity tools.\n\n## Success Metrics (Examples)\n\n* Accuracy rate (misfile/metadata error rate)\n* Turnaround time from receipt to filed\n* Backlog size and daily throughput\n* Audit retrieval speed and completeness\n* Compliance adherence (access control, retention tagging)\n\n## Qualifications\n\n* Experience in records management, admin support, clerical work, or document control (preferred).\n* Strong attention to detail; able to follow naming/filing rules consistently.\n* Comfortable handling confidential information and following strict procedures.\n* Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.
