Document Management Coordinator

The Document Management Coordinator is responsible for providing support to the human resources department and overall order of the employee file both physical and electronic. The Document Management Coordinator maintains the personnel for all Southwest Key employees.

Accurately organize documents in personnel files of both active and terminated employees in a timely manner to maintain clean file room and ensuring all files are always updated.
• File employee paperwork and maintain employee files in order to ensure all paperwork is updated & current.
• Contact programs in order to collect any outstanding forms or other documentation related to personnel for inclusion in file.
• Complete periodic audits of employee files to ensure compliance with file keeping in electronic employee file or repository.
• Manage off-site file storage program, requesting files as needed by human resources team.
• Code and mark dates of termination on all terminated employee files and purge old files.
• Keep the file-room secure at all times.
• Complete all employment verifications manually received and maintain database and copies of responses.
• Manage any employee verification system functionality and trainings.
• Compose correspondence and create and maintain spreadsheets to provide current, concise information that is easily accessible to the human resources department.
• Inventory control of HR office supplies including organizing, ordering and accepting delivery of supplies for the Document Management Team.

• Assist with unemployment insurance program responses as needed.
• Assist with completing motor vehicle and background check reports for review as needed to provide support to human resources team.
• Assist with human resource projects as needed.
• Make copies as directed.
• Able to react to change productively and handle other essential tasks as assigned.
• Performs other duties as signed.

• High School diploma or equivalent.
• Excellent communication skills.
• Basic knowledge of Microsoft Office software, with an emphasis on Excel and Word.
• Must be organized, thorough, reliable, and consistent.

Preferred Experience:

• Bilingual
• Previous experience with an Enterprise Content Management System (ECM)

Must be able to read, write, and communicate both verbally and in written form to express and exchange ideas. While performing the responsibilities of this job, the employee must be able to access all components of work station and other office equipment. Frequent typing, writing, stooping, reaching, bending and twisting. Must be able to lift up to 40 pounds.

General office environment with moderate noise. This position is mostly sedentary, involves sitting most of the time, but may involve walking or standing for brief periods of time. A busy environment with many unscheduled interruptions. Frequent computer use at workstation for extended periods of time. Public contact position requiring appropriate business apparel.