HR document Manager

Mode:100% Remote

Work Schedule- Monday to Saturday 2pm to 10pm IST

Experience- 7+ years

Salary- upto 50K per month

Overview

We are seeking a detail-oriented and highly organized Document Manager to oversee the management, organization, and distribution of documents within our organization. The Document Manager will ensure that all documents are stored securely, easily accessible to authorized personnel, and compliant with legal and regulatory standards. The ideal candidate will have strong technical skills, a solid understanding of document management systems, and excellent organizational and communication abilities.

Required experience-

Tools and Technologies

- Document Management Systems (DMS) -

- Examples: Microsoft SharePoint, Google Workspace, M-Files, DocuWare.

Data visualization tool- Power BI or Tableau or Qlick

- Collaboration Tools

- Examples: Microsoft Teams, Slack, Trello.

- Cloud Storage Solutions

- Examples: Google Drive, Dropbox, OneDrive, Bitrix.

- Version Control Systems

- Examples: Git, Subversion.

Key Responsibilities

- Document Storage and Organization

- Design and implement document storage systems to ensure efficient organization and accessibility.

- Classify, index, and store documents in physical or electronic formats.

- Maintain a logical and user-friendly filing system.

- Document Retrieval and Distribution

- Manage document retrieval processes to ensure quick and easy access for authorized users.

- Coordinate the distribution of documents to relevant stakeholders.

- Track document circulation and ensure timely return of borrowed documents.

- Document Control and Version Management

- Implement version control procedures to track document changes and updates.

- Ensure that only the most current versions of documents are available for use.

- Maintain a record of document revisions and update logs.

- Compliance and Security

- Ensure documents comply with legal, regulatory, and organizational standards.

- Implement and maintain document security measures to protect sensitive information.

- Conduct regular audits to ensure compliance with document management policies.

- Record Management and Archiving

- Manage the lifecycle of documents from creation to archiving and disposal.

- Ensure proper archiving of documents for long-term storage.

- Oversee the secure disposal of obsolete or redundant documents.

- Training and Support

- Train staff on document management procedures and best practices.

- Provide ongoing support for document-related queries and issues.

- Develop and update training materials as necessary.

Key Skills and Qualifications

- Organizational Skills

- Strong ability to organize and manage large volumes of documents with high accuracy and attention to detail.

- Technical Skills

- Proficiency with document management systems (DMS) and related software.

- Familiarity with digital document formats and conversion processes.

- Communication Skills

- Excellent communication skills, both written and verbal.

- Ability to explain document management procedures clearly to staff at all levels.

- Compliance Knowledge

- Understanding of legal and regulatory requirements related to document management.

- Experience in implementing and maintaining compliance standards.

- Problem-Solving Skills

- Strong analytical and problem-solving abilities.

- Capability to troubleshoot and resolve document-related issues efficiently.

Preferred Experience and Education

- Bachelor's degree in Information Management, Library Science, Business Administration, or a related field.

- At least 5+ years of experience in document management or a similar role.

- Experience with document management systems such as Microsoft SharePoint, Google Workspace, M-Files, or DocuWare.

- Certifications in records management or related areas (e.g., Certified Records Manager (CRM)) are a plus.

- Scanning and Digitization Tools

- Examples: Adobe Acrobat, Fujitsu ScanSnap.

- Security and Compliance Tools

- Examples: Symantec Data Loss Prevention, Varonis, TrustArc.