Analyst

Job description

Document Management Administrative Assistant

Job title

Document Management Administrative Assistant

Grade

CA2

Business Unit

Business services team

Location

Pune

Reporting to

Document Management Team Leader

Key relationships

Document Management Team Leader, Operations Manager, Business Support Team, Forvis Mazars Partners and team members

Job purpose

The Document Management Administrative Assistant is responsible for the delivery of professional, high quality and efficient support for the creation, production and storage of documents and templates, whilst supporting with key projects for the business.

This role is predominantly office based.

Job role

• Deliver exceptional services, focused on high-quality administrative support.
• Manage and maintain a document library, ensuring documents are accurate, high-quality and have content-integrity.
• Ensure documents are properly categorised, labelled and stored.
• Assist in the creation, editing and formatting of documents, including reports, papers and policies.
• Ensure documents comply with firm policies and branding.
• Support with the maintenance and organisation of the firms physical and electronic document management systems, including M Files and Novaplex.
• Coordinate with other departments to facilitate document sharing and collaboration.
• Conduct regular audits to monitor compliance with document management standards.
• Manage document retention schedules and ensure timely disposal of obsolete records.
• Support with the production of MI reports and analysis.
• Monitor and evaluate the performance of document management systems reporting back to the Document Management Team Leader and collaborating on the development of new systems and processes.
• Continually seek ways to make full use of technology to improve processes and efficiency and to promote innovative ways of working and reduce the firm’s impact on the environment.
• Keep up to date with industry trends and best practices in document management.
• Facilitate ad-hoc support requests from the business, to include project requests.

Person specification

• Experience in a similar role within a professional service organisation preferred.
• Strong knowledge of document management systems and software.
• Strong attention to detail, organisational and multi-tasking skills.
• Strong written skills, including the ability to draft documents in English to include policies.
• Exceptional communication, presentation and interpersonal skills.
• A strong team player who works collaboratively.
• Passion for providing excellent client service.
• Flexible with the ability to work effectively under pressure and manage conflicting priorities.
• Networking and relationship-building skills.
• Advanced MS Office skills (specifically Word, Excel, and PowerPoint) and other relevant software.

  Role & responsibilities

Preferred candidate profile