Documentation Archivist (3-6 Month Contract)

SGS; Lincolnshire (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

SGS is seeking a Records Clerk to scan and archive records, coordinate with external storage suppliers, and prepare data sheets for clients. The role requires meticulous attention to detail and strong organizational skills to manage multiple filing tasks efficiently.

Responsibilities include ensuring accurate data entry in the Intact system, coordinating retrievals, and providing necessary documentation to clients and SGS personnel. A College Diploma or equivalent is required.

Qualifications

• Education: College Diploma or equivalent.
• Proven ability to manage and coordinate processes with attention to detail.
• Proficient in MS Office suite for documentation and communication.
• Ability to read, understand, and follow work instructions and SOPs.

Responsibilities

• Scan records to Intact system.
• Archive records and maintain filing list for records stored externally.
• Coordinate archiving, retrieval and destruction with outside storage suppliers.
• Prepare and send copies of records as per client requests; ensure time is charged properly.
• Send records to approved offsite storage locations on client request.
• Provide scanning cover sheets and raw data sheets.
• Retrieve and re-file records upon request.
• Provide testing records for clients and SGS personnel.
• Offer back-up support to team members as needed.
• Assists with reception coverage and courier shipments as required.
• Prepare scanning cover sheets as requested.

Skills

Attention to detail

Organizational skills

Communication skills

Education

College Diploma or equivalent

Tools

Word

Excel

PowerPoint

Outlook

Job description

We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

Job Description

• Scan records to Intact system
• Archive records and maintain filing list for records stored in outside storage location.
• Communicate with outside storage location supplier for archiving, retrieval and destruction. Evaluate the supplier as per SOP QAM-213 Evaluation of suppliers.
• Arrange copies of records as per C of A order (client request) and send to client. Assures time is accounted for the activities to charge clients.
• Send records to an approved offsite storage location on client request
• Provide Scan Packet Cover Sheet and Raw Data Cover Sheet
• Retrieve and re-file records when requested
• Provide testing record for client and SGS personnel
• Provide mutual back-up support to other members in the team as required
• Process incoming and outgoing mail when assigned
• Communicate in a timely manner on all levels with information that is needed to make a quick decision.
• Attend training sessions and ensure that training binder is current. Have a training record for every SOP version executed; If absent during training sessions, ensure training is performed and documented.
• May perform other responsibilities as assigned:
• Assist with Reception coverage as needed
• Assist with the preparation of courier shipments
• Prepare and supply the scanning cover sheets as per request

Qualifications

• Education: College Diploma or equivalent
• Proven record of bringing effectiveness to processes and ability to be detailed and focused on any job assigned.
• Excellent organization skills and is detail oriented.
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner.
• Candidates must be proficient in using various types of computer software (Word, Excel. PowerPoint & Outlook).
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment.

Additional Information

SGS is an Equal Opportunity Employer, and as such we recruit, hire, train, and promote persons in all job classifications without regard to race, color, religion, sex, national origin, disability, age, marital status, sexual orientation, gender identity or expression, genetics, status as a protected veteran, or any other characteristics protected by law.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skills, and/or abilities required.

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts the company’s rights to assign or reassign duties and responsibilities to this job at any time.