Document Management Specialist (m/w/d)

XBP Europe, Inc.; Langen; On-site; EUR 28,000 - 40,000; Full time

Benefits offered by this job

Bonus model

Accessible locations

Job summary

XBP Europe is seeking a Document Management Specialist to join the Preparation and Scanning Department. You will handle documents with high accuracy, prepare them for scanning, and ensure regulatory compliance throughout the workflow.

The role covers high‑performance scanning operations, quality control using proprietary software, and archival tasks including labeling and retrieval. This temporary 12-month contract offers an international environment with opportunities for professional growth.

Qualifications

• Attention to detail with ability to master specialized hardware and software.
• Experience with data entry and document management tasks.
• German basic and English professional fluency required.
• Works within defined procedures and follows internal guidelines.
• Driver's license preferable.

Responsibilities

• Prepare a wide range of documents for scanning, ensuring regulatory compliance.
• Operate high‑performance scanning equipment with attention to image quality.
• Perform visual quality checks using proprietary software.
• Manage document sequencing, labeling and archiving for secure storage.
• Retrieve documents from archives and forward for processing.

Skills

Attention to detail

Hardware proficiency

Data entry

Document management

German (basic)

English (professional)

Education

Formal education or on-the-job training

Job description

XBP Europe is an innovative and forward-thinking provider of invoicing and payment process solutions. Leveraging a presence across the EMEA region and proprietary technologies and services, we draw on decades of relevant industry experience.

Invoices and payment processes are increasingly omnichannel and paperless. This is where XBP Europe comes in. Our solutions enable seamless workflows and frictionless transactions. XBP Europe combines physical documents, digital data, and instant messaging to help organizations work smarter. We help collect, process, and refine valuable data for informed decision-making.

Our digital transformation solutions improve efficiency, cash flow, and the end-user experience. We serve a growing number of clients across Europe. Discover why organizations of all sizes choose XBP Europe as their digital transformation partner by visiting our website at www.xbpeurope.com

Job Title: Document Management Specialist(m/w/d)

Shift timing I: Monday to Friday, 5:30 AM-2:00 PM CET

Shift timing II: Monday to Friday, 2:00 PM-10:30 PM CET

Job type: Temporary 12 months Contract

About The Role:

As a Document Management Specialist in the Preparation and Scanning Department, you will play a crucial role in the efficient and accurate handling of company documents. This position requires a high level of expertise in document preparation, scanning, and quality control, ensuring that all processes comply with regulatory standards and internal procedures. Your responsibilities will include:

• Advanced Document Preparation: Preparing a wide range of documents for scanning, ensuring they meet all technical and regulatory requirements. This involves sorting, organizing, and categorizing documents to optimize the scanning process.
• High-Performance Scanning Operations: Operating high-performance scanning equipment to capture documents with precision. This includes configuring scanners, adjusting settings for optimal image quality, and performing routine maintenance checks.
• Quality Control and Assurance: Conducting thorough visual inspections of scanned images, using proprietary software packages, to verify their quality against established work instructions. This ensures the highest standards of document accuracy and integrity are maintained throughout the process.
• Document Sequence Management and Archiving: Managing the sequence of documents during processing and ensuring quality control at every stage. Accurately labelling and archiving processed batches for easy retrieval and secure storage, adhering to all data protection and archiving regulations.
• Document Retrieval and Forwarding: Efficiently locating and retrieving requested documents from the archive system, ensuring prompt forwarding for further processing. This requires strong organizational skills and familiarity with document management systems.

Requirements:

• This role demands attention to detail, the ability to master a diverse set of specialized hardware and software, and a commitment to maintaining the integrity and confidentiality of all documents processed.
• The Document Management Specialist will be a key player in supporting the organization's information management strategies and ensuring compliance with all applicable regulations.
• Experience with data entry or document management
• Acquired skills through formal education or on-the-job training
• Works within specified procedures and guidelines with limited ability to change approach and medium level of supervision
• German basic and English with a professional level fluency is mandatory.
• A driver's license is preferable.
• As a project organization, we offer you varied tasks and help you advance your professional and personal development
• You work in a dynamically developing international company with colleagues from 45 different countries
• A team-oriented and social environment with an open corporate culture
• An attractive working environment and easily accessible locations
• Attractive remuneration and a team-oriented bonus model
• Good career opportunities in a growing company

Disclaimer:

XBP Europe prioritizes individual privacy and is dedicated to protecting personal data. Our recruitment policy focuses on selecting the most qualified candidates based on merit and skills aligned with the job requirements. Candidate information is processed in strict compliance with GDPR policies and relevant data protection laws. Read our GDPR policy here.

XBP Europe is committed to creating a diverse environment. Qualified candidates will be considered for employment regardless of their characteristics or preferences. We guarantee equality, fairness, and respect for all our employees, whether temporary, part-time, or full-time. We oppose and avoid all forms of unlawful discrimination, including discrimination based on protected characteristics.

XBP Europe recruiters or representatives will only contact you via email ending in xbpeurope.com. We will never ask you for payment or to deposit a check into your personal bank account during the recruitment process.