Document Operations Specialist

Posted 2 days ago

service internationalHouston (TX)

Document Management Specialists Document Preparation Services

SENIORITY

Junior

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About the role

Document Management Specialist This role is responsible for scanning, tagging, and organizing documents while ensuring all records are processed accurately and efficiently. Additionally, this role plays a critical role in maintaining document integrity by performing quality assurance (QA) checks, verifying accuracy, and resolving issues related to scanned or submitted documents. This position also requires someone who can troubleshoot document-related issues and is willing to travel (approximately 30%) to support other project locations and attend training, if needed.

Job Responsibilities:

Document Management & Processing
Scan, copy, and digitize high volumes of documents with accuracy and efficiency
Sort, organize, and maintain both physical and digital records in accordance with company standards
Ensure documents are properly indexed, labeled, and stored for easy retrieval
Quality Assurance (QA) & Compliance
Perform quality checks on scanned documents to ensure clarity, completeness, and accuracy
Review submissions for adherence to established standards and procedures
Identify and correct errors before documents are finalized or uploaded
Technical Troubleshooting
Troubleshoot failed or incomplete scanned submissions and resolve issues in a timely manner
Identify root causes of recurring scanning or system errors and recommend improvements
Support users with basic technical issues related to scanning systems, file management, and document uploads
Data Entry & Systems Support
Accurately input and validate data from physical documents into digital systems
Utilize tools such as Microsoft Excel and document management systems to track progress and maintain records
Field Support & Training (Up to 30% Travel)
Travel to various locations to obtain training on location specific documents
Observe workflows on-site and provide feedback to improve efficiency and consistency i.e tagging rules
This is not intended to be an all-inclusive list of the essential functions or duties related to this job

Minimum Requirements: EducationHigh school diploma or equivalent; additional administrative training is a plus Certification/License Valid state driver's license in good standing ExperienceProven experience in an administrative or clerical role

Knowledge, Skills and Abilities:

Proficient with Microsoft Office Suite (Word, Excel, Outlook) and office equipment
Ability to handle confidential information with discretion
Effective communication and time management skills
Tech-savvy with the ability to quickly learn new systems and troubleshoot basic issues
Ability to travel as needed
Work Environment
Work indoors during all seasons and weather conditions
Local and/or multiple location traveling required
Comply with Corporate dress code policy
Work Postures
Sitting continuously for many hours per day, up to 6 hours per day
Climbing stairs to access buildings frequently
Physical Demands
Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage
Lifting, pushing, pulling up to 10 pounds
Work Hours
Working beyond "standard" hours as the need arises
Travel up to 30%

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