Document Solutions Specialist

2 weeks ago

Caloocan, Philippines AXA Full time

This role ensures successful delivery of documents to clients thereby achieving positive customer experience. It is responsible for the proper monitoring of document transmittals from different units. Document management including warehousing and disposal.

Critical Accountabilities
  • Achieves success rate in the delivery of all documents
  • Oversees and handles proper dispatch of documents to 3rd party couriers as forwarded to transmitting units.
  • Regularly engage vendors to manage delivery performance and address issues.
  • Proper monitoring mail delivery
  • Verification of description, quantity of documents
  • Establishes standards and process efficiencies to improve delivery results.
  • Timely endorsement of documents from transmitting units to couriers
  • Transmittal report/delivery status report/ Soft copy of Transmittal slips
  • Decreasing the number of undelivered mails
  • Timely delivery of documents to customers
  • Proper monitoring and recording of delivered and undelivered documents
  • Daily uploading and processing of delivered and undelivered documents
  • Receives undelivered documents from courier for endorsement to respective transmitting departments.
  • Verification and coordination of undelivered mails to processing units, distributors, and customers
  • Process cases received through Distributor Helpdesk related to Courier concerns.
  • Verification of description and quantity specified in return summary.
  • Date of receipt and person who received the documents.
  • Updated delivery status in AXA systems.
  • Maintains cost efficiency in courier services
  • Checks costs and quantifies documents delivered beyond the specified lead-time to determine penalty charges or billing deductions.
  • Checks accuracy of delivery charges allocated per department.
  • Validate of billings charges for payment processing.
  • Monitors third party messenger performance (delivery and collection)
  • Timely and accurate payments of billing charges from couriers
  • Possible delays in payment to vendors
Document Management
  • Monitoring request and inventory documents for warehousing
  • Timely deliver and pick up of retrieval of documents and for warehousing.
  • Secure of certificate of disposal and environmental report,
  • Accurate and timely submission of work in progress reports
Educational Qualifications
  • Graduate of any 4-year-course
Relevant Experience
  • Minimum 2 years’ experience in office administration, liaison and courier processes
  • Background in outbound movement of materials and products
Personal Characteristics/Behaviors
  • Customer-centric
  • Detail-oriented
  • Flexible
  • Decision Making Skills and Critical Thinking.
  • Proficient in MS Office applications (Intermediate)
  • Organization Skills
  • Good Communication Skills (written and verbal)
  • Customer Service
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