Document Management Specialist

Job Summary:

The Document Management Specialist is responsible for assisting with the design, implementation, and maintenance of the document management system for the family office and affiliated entities. The Document Management Specialist will manage both electronic and physical records, ensuring that all documents are stored, organized, and compliant with regulatory and operational requirements. The Specialist will work closely with cross-departmental teams to ensure the system aligns with organizational needs and standards. The Specialist will support the ongoing maintenance, growth, and development of the document management system to ensure the efficiency and accuracy of all document management processes and procedures. The Document Management Specialist will deal with highly sensitive and confidential information. Absolute discretion and confidentiality are required.

Key Responsibilities:

• Assist with the design and implementation of a comprehensive document management system for both electronic and physical records.
• Assist in developing and administering the Document Retention and Management Policies.
• Ensure that the Document Retention and Management Policies are maintained and updated to comply with operational and regulatory requirements.
• Manage the digitization of physical documents, ensuring accurate conversion to digital formats.
• Create and maintain binders and files for physical documents, ensuring all relevant information is readily accessible.
• Ensure proper storage, retrieval, and eventual destruction of physical documents in accordance with Document Retention and Management Policies and legal and regulatory requirements.
• Manage and maintain digital documents, ensuring proper storage, access, and organization.
• Provide training to colleagues on document management practices and the use of document management systems.
• Regularly audit document management processes to ensure quality and accuracy; identify areas for improvement in digital and physical records storage systems.
• Collaborate with colleagues to assess document management needs and recommend effective solutions.

Required Knowledge, Skills and Abilities:

• Associate’s degree in information management, library science, business administration, or a related field.
• Minimum of 3-5 years of experience in document management or a related field, preferably for a professional services firm (e.g., family office, law firm, or wealth management).
• Proficiency in document management software and systems.
• Expertise in document storage policies and procedures and physical document storage systems.
• Creativity and innovation to help design, implement, and continuously improve the document management system.
• Critical thinker with sound judgment, capable of evaluating alternative solutions and making informed decisions.
• High attention to detail and excellent organizational skills with the ability to manage and prioritize multiple tasks seamlessly.
• Excellent verbal and written communication ability.
• Strong problem-solving skills and the ability to handle complex issues.
• Understanding of legal and regulatory requirements related to document management, particularly regarding compliance matters for regulated entities.
• Proficiency in Microsoft Office Suite.
• Proven time management skills with a demonstrated ability to meet deadlines.

Preferred Knowledge, Skills and Abilities:

• Bachelor’s degree preferred.
• Manage experience is preferred but not required.

Working Conditions:

• Works in a normal office environment where there is no discomfort due to temperature, noise, dust and the like.

The physical demands and work environment characteristics described here are representative of those a colleague encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of all supplemental duties, responsibilities or nonessential requirements. IFO Group, LLC has the right to change, modify, suspend, interrupt or cancel in whole or in part any job functions outlined in a job description at any time and without advance notice to the employee.