Document Coordinator Job in New York, New York Us
Duties and Responsibilities:
Ensure all filing is kept current
- Ensure all personnel adhere to SOP
- Ensure the smooth uninterrupted operation of the File Room under all conditions
- Maintain established Database for in-house, off-site and checked out items (FileMaker Pro 11)
- Effectively work with Off-site Archive Storage Facility
- Interact with new “in-house” customers to support their filing needs
- Interact with existing “in-house” customers to modify their filing needs as necessary
- Interact with other departments to implement new technologies as they develop
- Interact with Executives, Corporate Council, VP’s, Assistants and Venders
- Maintain high degree of confidentiality, integrity and security inside and outside the File Room
- Troubleshoot mis-filed documents, files and boxes
- Ensure disaster preparedness and security procedures are adequate to safeguard confidential client / proprietary information during an emergency.
- Create new file types as necessary
- Create and maintain Standard Operating Procedures for all phases of the File Room Operation
Basic Job Functions:
- Filing
- Process phone and email requests for documents, files, boxes or information
- Pickup and or Deliver requested documents, files and boxes
- Research: locate specific documents with minimal search criteria
- Maintain adequate stock of supplies required to run a File Room
- Periodic Inventory of file banks
Qualifications:
- Advanced filing skills
- Intermediate level computer skills – Databases and Microsoft products
- Database programming; File Maker Pro, Rbase, Dbase III+
- Ability to prioritize without direct supervision
- Self motivated Team Player able to work with little or no direct supervision
- Ability to communicate and work in close quarters with diverse cultures.
- Must fluently speak, read and write the English language
Education and/or Experience:
- Records Management or Library Science Degree
- 5+ years experience in Centralized Corporate Filing
Other Skills Abilities:
The ideal candidate must be experienced in organizing, managing and maintaining files from various Corporate Departments with divers filing criteria:
- Alpha
- Numeric
- Alpha-Numeric
- Reverse Chronological
- Color Coding
