The Vendor Management Office (VMO) Document Representative will be responsible for analyzing, organizing, and maintaining both physical and electronic documents to ensure efficient document printing, retrieval, and compliance with regulatory requirements. This role requires strong attention to detail, analytical skills, and proficiency in document printing and management systems. This role reports to the Vendor Management Office and assists with maintaining vendor relationships, ensuring alignment with business objectives, and optimizing vendor performance.
Primary Duties and Responsibilities:
Analyze document management processes to identify opportunities for improvement
Develop and implement document management policies, procedures, and best practices.
Receive, sort, and categorize physical and electronic documents
Coordinate with cross-functional teams to ensure alignment of document management practices with business objectives and regulatory standards
Scan and digitize paper documents into electronic formats
Create, organize, and maintain tracking logs with appropriate file naming conventions.
Assist in the development and implementation of document management policies and procedures.
Retrieve and distribute requested documents to authorized personnel in a timely manner.
Monitor document access and usage to ensure compliance with security and confidentiality policies.
Review outcomes of regular audits of document databases to identify and resolve discrepancies or inconsistencies.
Assist with document retention and disposal processes in accordance with client requirements and company policies
Provide training and support to staff on document management processes
Flexibility to adapt to changing priorities and work well under pressure
Order documents, rescan, and update reports to track record retention process status.
Assists with problem resolution, as needed.
Responds to phone and email inquiries in a prompt, courteous and concise manner.
Document all encounters in clear and concise online logs.
Meets individual performance standards and coordinates team performance.
Develop and maintain relationships with key vendors, serving as the primary point of contact for vendor inquiries, escalations, and performance reviews.
Review all client requests for clarity, provide clear work directions, determine the level of assistance required and respond appropriately
Develop and manage project/work plans
Performs other duties as may be assigned by management.
Job Requirements:
This role requires on-site work Monday - Friday between 8:00am - 5:00pm CST in Austin, TX