Document Management Administrator

Colonial Group; Buffalo (NY); On-site; USD 38,000 - 46,000; Full time

Job summary

Colonial Group in Buffalo, NY, seeks a Document Management Administrator to join the Titles team, handling mail distribution, scanning into Salesforce, and outbound shipments. You will ensure high accuracy and manage exceptions in a fast-paced office.

Role requires 0–1 year of administrative experience, a High School diploma or GED, and strong attention to detail. Excellent English communication and independent initiative are essential.

Qualifications

• High School or GED - required.
• 0-1 year(s) Relevant administrative experience.
• Ability to read, write, speak and understand English.
• Must be able to pay strong attention to detail.
• Must be able to think outside of the box.
• High attention to detail and strong organizational skills.
• Comfort working in a fast-paced, high-volume office setting.
• Demonstrated ability to take independent initiative.
• Ability to stand for extended periods of time and lift up to 30 lbs.
• Ability to perform a variety of duties/ movements including, but not limited to :sitting, standing, walking, reaching, lifting, bending, stooping, kneeling, finger dexterity, repetitive motions.
• Ability to work in office, with extensive safety precautions in place.

Responsibilities

• Actively and consistently support all efforts to simplify and enhance the customer experience.
• Receive, sort, and distribute incoming Titles and related paperwork received by all delivery services.
• Scan batched Titles into Salesforce in preparation for clerking.
• Responsible for preparation of outbound FedEx shipments consistently throughout the day.
• Work through Exceptions in Salesforce and update the titles case as needed.
• Perform a complete and comprehensive quality check to ensure accuracy of at least 99.6% of all outgoing titles daily. Quality Assurance and Risk assessment are imperative to this role, as inaccuracy will be a financial liability for ACV and our customers.
• Identify, record, and solve title related problems by working with others inside the Titles Dept through effective communication.
• Must be able to illustrate problem solving skills through research, analysis of given facts and decision making.
• Perform outbound title bundling to ensure maximum efficiency
• Perform other duties as assigned.

Skills

Attention to detail

Independent initiative

Communication skills

Fast-paced environment

Multitasking

Education

High School Diploma or GED

Tools

Salesforce

FedEx

Job description

Who we are looking for:

The Document Management Administrator will work with the dynamic Titles team, performing a wide range of tasks and assignments to ensure the proper distribution of incoming and outgoing mail and Titles.

What you will do:

• Actively and consistently support all efforts to simplify and enhance the customer experience.
• Receive, sort, and distribute incoming Titles and related paperwork received by all delivery services.
• Scan batched Titles into Salesforce in preparation for clerking.
• Responsible for preparation of outbound FedEx shipments consistently throughout the day.
• Work through Exceptions in Salesforce and update the titles case as needed.
• Perform a complete and comprehensive quality check to ensure accuracy of at least 99.6% of all outgoing titles daily. Quality Assurance and Risk assessment are imperative to this role, as inaccuracy will be a financial liability for ACV and our customers.
• Identify, record, and solve title related problems by working with others inside the Titles Dept through effective communication.
• Must be able to illustrate problem solving skills through research, analysis of given facts and decision making.
• Perform outbound title bundling to ensure maximum efficiency
• Perform other duties as assigned.

What you will need:

• High School or GED - required

• 0 - 1 year(s) Relevant administrative experience
• Ability to read, write, speak and understand English.
• Must be able to pay strong attention to detail.
• Must be able to think outside of the box.
• High attention to detail and strong organizational skills.
• Comfort working in a fast-paced, high-volume office setting.
• Demonstrated ability to take independent initiative.
• Ability to stand for extended periods of time and lift up to 30 lbs.
• Ability to perform a variety of duties/ movements including, but not limited to :sitting, standing, walking, reaching, lifting, bending, stooping, kneeling, finger dexterity, repetitive motions.
• Ability to work in office, with extensive safety precautions in place.

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