Document Control Assistant
Guardian Group · Trinidad
We are seeking a detail-oriented and organized Document Control Assistant to join our team. In this role, you will support the management, accuracy, and accessibility of company records while ensuring documents are properly maintained and controlled. If you have strong organizational skills and a commitment to accuracy, we'd love to hear from you.
- JOB OVERVIEW:
- The Document Control Assistant is primarily responsible for the verification and scanning of routine documents for policies submitted by the Branches at the RSC.
JOB RESPONSIBILITIES:
Scan Team
- Review and verify all submitted transmittals and documents for accuracy and accordance with set standards.
- Scan and classify all documents accurately using Teleform.
- Verify each document scanned for visibility and legibility on EDM/Workstation.
- Highlight all errors identified, record the errors and notify the respective Branches.
- Stamp transmittals for receipt and log the time of receipt on the transmittal.
- Email transmittals to Branches daily.
- Log all errors in the error report on the shared folder daily.
- Collate all daily batches of documents with the required transmittals and submit to Records Management on a daily basis via the mail bag.
- Complete and submit Daily Reports within one (1) business day.
- Generate report and update all Signed Scripts on POLM.
- Submit clawback listing to Sales Admin department within turnaround time.
2. General Duties-Scan Team
- Investigate and respond to all queries pertaining to any function of the team within the stipulated timeframe.
- Communicate issues/challenges encountered during the verification/scanning process to the Team Leader upon realization of same.
- Perform any other job related tasks as assigned by the Team Leader/ Manager
3. Report Management
- Prepare a daily report and breakdown of tasks completed and outstanding work to be sent to the respective Team Leader at the end of each work day.
- Submit the monthly performance report to the Team Leader by the 1st day of the following month
4. Communication
- Investigate and respond to both internal and external queries for department within the customer service standards timelines and to ensure all relevant correspondence are uploaded into EDM
- Ensure that communication that is open, honest, timely accurate, complete, crystal-clear, consistent, proactive and respectful
EDUCATION & EXPERIENCE:
- 5 CXC/ CSEC passes including Mathematics and English Language
- 2 A’ Level/ CAPE passes
- 2 years’ experience in a Clerical/Administrative position or a similar role.
- ADDITIONAL REQUIREMENT:
- As a regulated entity with obligations under the Know Your Employee guidelines, a Certificate of Character is required.
- PERSON SPECIFICATION:
- The Document Control Assistant must be self-motivated, vibrant and willing to learn. He/ She must be able to demonstrate the ability to use initiative and should possess the ability to work under stress. The Scanning Team Assistant must be able to maintain a positive team orientation and possess very good oral /written communication and interpersonal skills. The incumbent must be able to effectively manage time and resources and be able to plan/organize effectively; the ability to multi-task is critical. Additionally, he/ she must be decisive and therefore must possess the ability to make effective decisions in a prompt manner.