Document Coordinator

Roles and responsibilities

This role is responsible for the daily management and filing of office documents, including electronic filing records, to effectively monitor and maintain their safekeeping. This role also involves managing the lifecycle of all records and files and mandatory archiving periods as per the firm’s policy and local regulations.
1. Document Management and Organization:
Maintain and manage both physical and electronic document storage systems, ensuring documents are well-organized and easily retrievable.
Establish and implement document filing systems and structures to enhance accessibility and efficiency.
Categorize documents based on type (e.g., contracts, invoices, reports, policies) and ensure proper labeling and indexing.
Oversee the organization of both hard copy and digital records, ensuring compliance with legal, regulatory, and organizational standards.
2. Document Creation and Formatting:
Prepare, edit, format, and proofread documents, including reports, contracts, and presentations.
Ensure that documents adhere to the company’s style guide and standards for consistency, accuracy, and professionalism.
Assist in drafting documents or forms and ensure that all relevant information is included.
3. Version Control and Document Tracking:
Manage version control for documents to track updates, revisions, and final approvals.
Ensure that the correct version of each document is used by team members to avoid confusion or errors.
Maintain document tracking logs to ensure proper updates and revisions are documented.
4. Document Distribution and Retrieval:
Distribute documents to internal and external stakeholders, ensuring that all relevant parties receive the necessary information.
Provide assistance to employees or departments in retrieving documents when needed.
Maintain efficient procedures for requesting and retrieving documents, particularly for time-sensitive or high-priority tasks.
5. Compliance and Regulatory Adherence:
Ensure that documents comply with industry regulations, legal requirements, and company policies (e.g., confidentiality agreements, HIPAA compliance in healthcare).
Manage document retention schedules to ensure that documents are stored for the required amount of time before being disposed of or archived.
Assist in audits or inspections by ensuring all required documentation is available and compliant with regulatory standards.

Desired candidate profile

• Sort and classify documents according to guidelines; correspondence, fee note, working paper, engagement, PNB, etc. and in chronological, alphabetical, or numerical order
• Collect documents and ensure all filing is carried out on a daily basis; documents are placed properly and promptly avoiding misplacements
• Identify, classify and apply appropriate retention period for active engagement files to support compliance with legal, regulatory and firm requirements
• Ensure documents are correctly sequenced and placed in the respective engagement/client file
• Securely dispose documents that are no longer required or that have met their retention period, as per EY policy
• Ensure files are securely stored in storage receptacles and in accordance with classification and identification information
• Prepare and maintain a comprehensive list of all files maintained within the office both active and archived; ensuring borrowed files are returned and stored appropriately

To qualify for the role, you must have

• Approximately 1-2 years of related work experience
• Good computer literacy (MS Word/Excel)
• Attention to detail and ownership for the delivery of high-quality work

Ideally, you’ll also have

• Able to work independently and a good team player
• Strong written and verbal communication skills