Documentation Specialist

Role OverviewWe are seeking a highly detail-oriented and efficient Document Processing Executive to manage our incoming and outgoing documentation. You will be responsible for preparing, scanning, indexing, verifying, and filing documents to ensure the smooth flow of information within our organization. The ideal candidate is a proactive problem-solver with a keen eye for accuracy and a commitment to maintaining the highest standards of data integrity. Key ResponsibilitiesDocument Preparation & Processing: Prepare documents for digital conversion by removing staples, straightening pages, and ensuring overall quality. Scanning & Digitization: Operate high-volume scanners and imaging software to convert physical documents into digital formats (PDF, TIFF, JPEG). Data Entry & Indexing: Accurately index and categorize scanned documents using appropriate metadata (e.g., client name, date, document type) for easy retrieval in our Document Management System (DMS) or database. Quality Control: Meticulously review processed documents and data entries for accuracy, completeness, and legibility. Correct errors and rescan documents as needed. Filing & Organization: Maintain both physical and digital filing systems, ensuring they are organized, secure, and compliant with company policies. Retrieval & Distribution: Retrieve documents upon request and distribute them to the appropriate departments or individuals in a timely manner. Compliance & Confidentiality: Adhere strictly to data privacy laws, confidentiality agreements, and company record-keeping policies.