Document Coordinator

Job Description

Job Description

Description : Job Summary

Preparation of high quality and accurate documents in accordance with agreed strategy and sponsor expectations under the pressure of changing timelines.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Managing, organizing, and ensuring the accuracy of company documents.
• Keeping documents up-to-date, easily accessible, and compliant with company standards or regulatory requirements.
• Handling the sorting and distribution of files and documents.
• Labeling and categorizing files based on purpose.
• Submitting files to the appropriate personnel or department.
• Maintaining a record of every document and ensuring their safety and security.
• Training employees on proper document filing.
• Compiling reports and analyzing contracts.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies :

Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Technical Skills – Pursues training and development opportunities; Strives to continuously build knowledge and skills.

Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Oral Communication – Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.

Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit; Puts success of team above own interests; Supports everyone's efforts to succeed.

Cost Consciousness – Works within approved budget; Conserves organizational resources.

Diversity – Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.

Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation – Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning / Organizing – Prioritizes and plans work activities; Uses time efficiently.

Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Accepts responsibility for own actions; Follows through on commitments.

Quality – Demonstrates accuracy and thoroughness; Monitors own work to ensure quality.

Quantity – Completes work in a timely manner.

Safety and Security – Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Adaptability – Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events. Ability to juggle priorities on a daily basis, maintaining momentum on concurrent projects.

Attendance / Punctuality – Is consistently at work and on time; Arrives at meetings and appointments on time.

Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Completes tasks on time or notifies appropriate person with an alternate plan.

Initiative – Undertakes self-development activities; Asks for and offers help when needed.

Innovation – Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.

Requirements : Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and / or Experience

High school diploma or equivalent required.

Associates degree (A.S. or A.A.) in the engineering or business fields a plus.

Knowledge in the below preferred :

Language Skills

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Ability to read, converse, and understand technical English.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, square roots, algebraic equations, and percent, and to draw and interpret bar graphs. Ability to apply other math operations as required in applying prescribed standards.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

Expertise in Microsoft Office Suite and the ability to clearly present findings in Excel and PowerPoint.

Certificates, Licenses, Registrations

None. May be required at any time with reasonable notice and timeline for completion.

Other Skills and Abilities

None. May be required at any time with reasonable notice and timeline for completion.

Other Qualifications

None. May be required at any time with reasonable notice and timeline for completion

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk; sit; talk; hear; use hands to finger, handle, or feel. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and / or move up to 35 pounds at a time with frequent lifting or carrying of objects weighing up to 15 pounds. Specific vision abilities required by this job include : color vision, close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

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

While performing the duties of this job, the employee routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The worker is not substantially exposed to adverse environmental conditions. The noise level in the work environment is quiet to moderate.202