Filing Assistant

About Artha Group

Filing Assistant

Role Overview

Location:

Key Responsibilities

• File Management & Organization
• Oversee and maintain the central filing structure (physical and digital).
• Create and manage folder hierarchies across departments and teams.
• Ensure that all scanned and physical documents are stored systematically.
• Define and enforce standard naming conventions for files and folders.
• Ensure documents are indexed correctly and consistently across all repositories.
• Review new files for correct labeling before storage.
• Filing Protocols & Administration
• Act as the owner of Artha’s filing policies and practices.
• Develop SOPs for filing and retrieval across departments.
• Update protocols as systems evolve, ensuring ongoing compliance.
• Train team members across functions (Legal, Finance, CS, etc.) on file management best practices.
• Provide onboarding support to new employees on file-related protocols.
• Conduct follow-ups and reminders to departments on policy adherence.
• Filing Audits & Compliance
• Conduct regular audits (monthly/quarterly) of filing practices.
• Identify gaps, errors, or inconsistencies in how files are managed.
• Collaborate with departments to correct deviations and improve consistency.
• Maintain audit logs, version control, and file access records.
• Ensure critical files are versioned, and backups are maintained securely.
• Scanning, Archiving & Retrieval
• Supervise the digitization of physical documents.
• Coordinate scanning efforts and file size optimizations.
• Ensure scanned files are saved in the right format, resolution, and location.
• Track document retrieval requests and monitor access control.
• Maintain physical file logs (check-in/check-out).
• Support internal teams in locating and accessing relevant documents efficiently.
• System Improvement & Documentation Hygiene
• Recommend and implement improvements in the filing process.
• Identify workflow inefficiencies and propose smarter indexing or storage methods.
• Support integration of filing protocols into digital tools like Google Drive, SharePoint, etc.
• Uphold high standards of documentation discipline and confidentiality.
• Enforce restricted access where required.
• Ensure destruction/archival of outdated files in line with retention schedules.
  

Who You Are

• 2–4 years of experience in document management, filing, or administrative operations — experience in a law firm or Company Secretary’s office is a must.
• Deep understanding of structured filing systems and naming conventions.
• Highly organized, detail-driven, and disciplined.
• Comfortable working across departments to drive consistency and compliance.
• Proficient in MS Office and document storage platforms (e.g., Google Drive, Dropbox, SharePoint).
• Strong communication and follow-up skills.
• Integrity, discretion, and accountability in handling confidential files.
  

Compensation: