Documentation Assistant

2 days ago

Manila, National Capital Region, Philippines Private Advertiser Full time ₱200,000 - ₱250,000 per year

Reliever Duration: Oct 15, 2025 to Feb 15, 2026

Key Responsibilities:

  • Document Scanning: Scan physical documents into digital formats. Ensure that all scanned documents are clear, legible, and correctly formatted according to company specifications.
  • Document Organization: Sort, arrange, and prepare physical documents before scanning to ensure a smooth and organized workflow. Identify and categorize documents to ensure they are properly organized in digital form post-scanning. Ensure that documents are free of staples, paper clips, or other materials that could damage scanning equipment.
  • Data Entry: Input document metadata (e.g., document titles, dates, and keywords) into the document management system for efficient indexing and searchability. Index files accurately to ensure proper filing and ease of retrieval. Label and tag digital files with relevant identifiers to maintain consistency.
  • File Storage: Organize and store digital files in a secure and structured document management system and cloud storage. Retrieve scanned files as needed by team members and departments. Maintain backup copies of scanned files to prevent data loss.
  • Quality Control: Review scanned documents for clarity, quality, and completeness. Ensure that documents are free of errors and legible.
  • Document Maintenance: Ensure that physical documents are properly filed, labeled, and stored before and after scanning. Perform quality checks on scanned documents to ensure that the output meets company standards. Troubleshoot scanning issues, such as document alignment, resolution, or file corruptions. Re-scan documents if needed to ensure clarity and legibility.
  • Compliance & Security: Adhere to data privacy for handling sensitive or confidential information. Ensure compliance with company policies and regulatory requirements regarding document management and storage. Ensure that physical documents are handled with care and stored securely when not being scanned.
  • Collaborate with Team Members: Work with other departments to ensure that all necessary documents are scanned and filed promptly.
  • Archiving & Disposal: Assist with the process of archiving physical documents after they are scanned. Follow company policies for the proper disposal of outdated or non-essential physical records.

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