Job Summary:

We are seeking a detail-oriented and organized Document Management Specialist to oversee the organization, storage, and retrieval of our global company documents. The ideal candidate will be responsible for establishing efficient document management systems and ensuring compliance with regulatory standards.

Responsibilities:

1. Lead the design and implementation of the SharePoint document management structure, working closely with departmental teams to understand their requirements and optimize document organization, storage, and retrieval.

2. Collaborate with cross-functional teams to develop and maintain comprehensive document management strategies within SharePoint, ensuring efficient version control/hierarchy, access permissions, and security protocols.

3. Establish and enforce document management best practices, including folder structures, naming conventions, metadata tagging, and document lifecycle management, to promote consistency and accuracy across the organization.

4. Provide guidance and training to team members on navigating and utilizing SharePoint for document management, including effective use of metadata, search functionalities, and document sharing and collaboration features.

5. Continuously assess and improve the SharePoint document management system based on user feedback, industry best practices, and evolving business needs.

6. Implement and maintain governance policies and procedures to ensure compliance with regulatory requirements and internal standards for document management within SharePoint.

7. Troubleshoot technical issues related to SharePoint document management, collaborating with IT support teams to implement solutions and enhancements as needed.

Skills Requirements:

1. Experience in SharePoint Administration:

Proven track record of designing and implementing SharePoint document management solutions, including creating site collections, libraries, and metadata schemas.Proficiency in configuring SharePoint permissions, workflows, and security settings to ensure appropriate access control and compliance with organizational policies.

2. Strong Knowledge of Document Management Best Practices:

Familiarity with industry-standard document management practices, such as version control, document naming conventions, and folder hierarchy design. Experience developing and implementing document management policies and procedures within SharePoint to streamline processes and improve efficiency.

3. Collaboration and Communication Skills:

Demonstrated ability to collaborate effectively with cross-functional teams to understand their document management needs and translate them into SharePoint solutions.

Excellent communication skills, both verbal and written, with the ability to convey complex technical concepts to non-technical stakeholders.

4. Problem-Solving and Analytical Skills:

Strong analytical skills with the ability to assess complex document management requirements and propose innovative solutions using SharePoint capabilities.

Proven track record of troubleshooting technical issues related to SharePoint document management and implementing effective resolutions.

5. Project Management Abilities:

Experience leading document management projects within SharePoint, from initial requirements gathering and solution design to implementation and post-deployment support.

Ability to prioritize tasks, manage timelines, and coordinate resources effectively to ensure successful project delivery.

6. Continuous Learning and Adaptability:

Commitment to staying updated on the latest developments and best practices in SharePoint document management, including attending training sessions, webinars, and industry conferences.

Flexibility and adaptability to adjust SharePoint configurations and strategies based on evolving business needs and technological advancements.

Education Requirements:

Bachelor’s degree in Business Administration, Information Management, or a related field.Knowledge of regulatory requirements related to document management (e.g., GDPR, HIPAA) is preferred.Certification in SharePoint, Certified Document Controller or related technologies is a plus.

Physical Requirements:

Occasionally exert up to 10 lbs. of force to push, pull, lift or otherwise move objects. Have visual acuity to perform activities such as preparing and analyzing data; and/or viewing a computer terminal. Speak, type and/or sit for extended periods of time.