Document Management Specialist//Service management

Location:

Profile:

Project roles and responsibilities

Goals and deliverables

Key Responsibilities:

• System Administration
• Install, configure, and upgrade content servers and clients.
• Manage document vaults, metadata structures, and workflows.
• Monitor system performance and ensure high availability.
• User & Access Management
• Create and manage user accounts, groups, and roles.
• Set up and maintain access rights and permissions.
• Provide user support and training as needed.
• Maintenance & Support
• Perform regular system maintenance, including backups and updates.
• Troubleshoot and resolve technical issues.
• Liaise with application support or vendors for advanced problem resolution.
• Customization & Integration
• Design and implement workflows and automation.
• Customize metadata structures to meet business needs.
• Integrate document mgmt applications with other business systems (e.g., ERP, CRM).
• Compliance & Security
• Ensure data security and compliance with relevant regulations (e.g., GDPR).
• Maintain audit trails and generate compliance reports.
• Implement and enforce document retention policies.
• Continuous Improvement
• Identify opportunities to optimize and enhance the application environment.
• Stay updated on new features and best practices.
• Participate in digital transformation initiatives and projects.

Required Skills and Experience:

• In-depth knowledge of document management system architecture, configuration, and administration (such as M-Files, xECM, Sharepoint, Share Drive etc.)
• Experience with document management concepts and best practices
• Familiarity with Windows Server environments and Active Directory
• Understanding of database management (preferably Microsoft SQL Server)
• Basic scripting or programming skills (e.g., VBScript, C#, PowerShell) for automation and customization
• Experience with system integration (APIs, connectors)
• Analytical & Problem-Solving Skills
• Strong troubleshooting abilities to diagnose and resolve technical issues
• Ability to analyze business requirements and translate them into technical solutions

Security & Compliance

• Knowledge of data security principles and compliance standards (e.g., GDPR)
• Experience implementing and managing access controls and audit trails

Communication & Collaboration

• Ability to communicate technical information clearly to non-technical users
• Experience providing user training and support
• Strong teamwork skills, working closely with IT, business stakeholders, and vendors

Project & Change Management

• Experience managing or participating in IT projects, upgrades, and migrations
• Ability to document processes, configurations, and changes

Preferred Qualifications:

• Document Management Certification:
• M-Files Certified Administrator or higher-level M-Files certifications.
• Content Server System Administration
• ECM Master Certification (AIIM)
• Advanced Technical Skills:
• Experience with scripting or programming languages (e.g., C#, VBScript, PowerShell) for advanced customization and automation.
• Familiarity with RESTful APIs and integration of M-Files with other enterprise systems (ERP, CRM, etc.).
• Project Management Experience:
• Experience leading or supporting document management system implementations, upgrades, or migrations.
• Familiarity with project management methodologies (e.g., Agile, Waterfall).
• Industry Knowledge:
• Understanding of document management requirements in regulated industries (e.g., pharmaceuticals, manufacturing, finance).
• Process Improvement:
• Experience in business process analysis and workflow optimization.
• Compliance & Security:
• Knowledge of industry-specific compliance standards (e.g., ISO, FDA, GDPR).
• Experience implementing data retention and information governance policies.
• Other experience
• Experience with electronic signature platforms (such as DocuSign) is a plus.
• Familiarity with other document management or enterprise content management systems (e.g., SharePoint, OpenText, Aodocs) is advantageous.

Soft Skills:

• Strong problem-solving and analytical skills.
• Excellent communication and documentation abilities.
• Ability to prioritize and manage multiple tasks efficiently.
• Team player with a proactive and customer-focused mindset.
• Passionate about optimizing and evolving services to meet changing needs.
• Able to balance operational excellence with innovation and change.
• Skilled at translating business needs into actionable technical solutions.
• Comfortable navigation ambiguity and driving clarity in complex environments.
• Exposure to enterprise content migrations and ability to support planning and execution in cross-functional teams.
• Committed to high-quality deliveries, documentation, knowledge sharing and enabling others.
• Attention to detail and accuracy associated with a hand-on approach to solve issues and minimize business impact.
• Willingness and ability to quickly learn and adapt to new technologies and tools.