Office Assistant

Williams Lea; Pune District; On-site; INR 260,000 - 420,000; Full time

Job summary

Williams Lea is seeking a detail-oriented documents handler at our Pune branch responsible for end-to-end processing of import/export documents. You will log, register, scan, index, and track documents, while coordinating secure transfer to the Mumbai hub and maintaining robust records with maker-checker controls.

Candidates should have knowledge of trade finance documentation, basic IT skills, and strong time-management abilities.

Qualifications

• Knowledge of international trade finance documentation and LC basics.
• Familiarity with digitization workflows and indexing for retrieval.
• Strong organizational skills and ability to meet deadlines.

Responsibilities

• Receive and log trade documents and requests; ensure completeness.
• Process registrations, scanning, indexing with accuracy and turnaround adherence.
• Coordinate transfer of originals to hub; ensure secure handling.
• Maintain records and logs for traceability and audit readiness.
• Track workflow and follow-ups; escalate delays.
• Coordinate with courier/vendor partners for deliveries and visibility.
• Prepare routine MIS reports on volumes, aging, and exceptions.
• Ensure compliance with internal controls and confidentiality standards.
• Assist in process updates and continuous improvement initiatives.

Skills

Trade docs knowledge

Digitization accuracy

Time management

Confidentiality

Communication

Tools

Document management systems

Job description

Role Purpose

Support end-to-end handling of trade documents received at the Pune branch (over the counter or via internal channels), ensuring timely registration, scanning, tracking, and controlled dispatch of original import/export documents to the Mumbai branch, while maintaining robust records, MIS, and maker-checker controls.

Key Responsibilities

• Receive and log incoming requests and documents from internal channels and/or clients, ensuring proper identification, completeness checks, and timely acknowledgment.
• Process and update transactions in designated systems (e.g., registration, scanning, indexing), maintaining accuracy and adherence to defined turnaround times.
• Coordinate transfer of physical originals to the designated hub/processing location following secure handling and dispatch protocols.
• Maintain organized document storage and records (physical and/or electronic), ensuring traceability, easy retrieval, and compliance with retention/filing standards.
• Manage workflow tracking and follow-ups for pending items, exceptions, and post-processing activities; elevate issues and delays appropriately.
• Handle logistics coordination and tracking with courier/vendor partners, ensuring end-to-end visibility and confirmation of deliveries.
• Maintain operational logs and registers (e.g., inward/outward movement) with maker-checker controls where required.
• Prepare and circulate routine MIS / operational reporting on volumes, status, aging, and exceptions to relevant stakeholders.
• Adhere to internal controls and governance requirements including segregation of duties, audit readiness, and process compliance.
• Support ad-hoc operational activities as assigned, including participation in training, process updates, and continuous improvement initiatives.

Required Qualifications, Capabilities, and Skills

• Working knowledge of international trade finance documentation
• Basic computer skills including familiarity with operating systems and office software
• Ability to identify and correct errors during the digitization process
• Efficient categorization and proper indexation of digitized documents
• Effective communication skills for collaboration with team members and other departments
• Strong time management skills and ability to meet deadlines
• Adherence to established procedures, guidelines, and confidentiality standards

Preferred Qualifications, Capabilities, and Skills

• Two or more years of experience in document management within a banking environment
• Background in banking or financial services operations
• Experience with scanning equipment and document management systems
• Familiarity with import/export documentation and letter of credit processes
• Experience generating reports and maintaining detailed transaction records