Document Management Specialist
2 days ago
Job Summary:
This role is responsible for supporting the Procurement and Documentation process in document management, ensuring efficient and compliant processes. The Document Controller will assist in training, checking work standards, and facilitating review of processes to ensure delivery of business excellence.
- Assist in the development of supply network process improvements from deliveries to customer collection.
- Evaluate and return Proof of Delivery documents on time to facilitate faster customer collections.
- Verify complete Proof of Delivery documents to prevent issues with accounts receivables.
- Screen and check returned invoices from truckers, sorting them into clean and not clean categories.
- Identify Bad Order stamped Return to Vendor documents and proceed with scanning and tagging.
- Scan and upload necessary documents into the system via electronic means, categorizing them accordingly.
- Coordinate with Documentation Specialists, Sales Accounting, and other teams to resolve issues.
- Transmit documents to their respective Accounting User Groups.
- Analyze trends and issues affecting on-time Proof of Delivery collections.
- Develop innovative work processes to improve current ways of working.
- Implement a system to provide reminders to stakeholders regarding complete and timely submissions.
- Support internal and external audits by accessing reporting tools.
- Maintain a filing and tracking system for hard and soft files, ensuring easy access to documents.
Key Responsibilities:
- Process Improvement: Develop and implement process improvements in document management to enhance efficiency and compliance.
- Customer Service: Provide excellent customer service by ensuring timely and accurate document processing.
- Documentation: Manage and maintain accurate and complete documentation, both physical and digital.
- Audit Support: Assist in audit preparation and execution, including providing documentation and support as needed.
- Process Monitoring: Monitor and evaluate process effectiveness, identifying areas for improvement.
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