Office Administration Document Coordinator

HRS Talent Solutions; Charlotte (NC); Remote; USD 39,000 - 42,000; Full time

Job summary

HRS Talent Solutions seeks an Office Administration Document Coordinator to organize templates in designated online folders, verify version labels, and handle routine internal requests for current files. The role is remote and administrative, not involving policy writing, contract approvals, or retiring older templates.

The position oversees template sharing, link accuracy, and indexing, ensuring proper naming, access controls, and change logging according to company rules.

Responsibilities

• Maintain assigned template folders and a clear online index.
• Compare file names and version dates with the approval record.
• Share current links with authorized colleagues.
• Put supplied revisions into the proper review location.
• Flag two files that appear to claim the same current status.
• Preserve an earlier version when retention instructions require it.
• Check that commonly used links still open for permitted users.
• Record the owner and status of unresolved template questions.

Job description

Office Administration Document Coordinator

A standard document is only helpful when colleagues can find the approved version. The Office Administration Document Coordinator keeps a set of supplied templates organized in the designated online folders, checks version labels, and answers routine internal requests for the current file. The work is remote and administrative. It does not include writing policy, approving a contract, or deciding that an older template should be retired.

Office administration | Document library
$28.60–$30.45 per hour · Full-time or part-time

The difference between a file and a usable file

Several copies of a form can have nearly identical names. One may contain a corrected instruction, another may be a draft awaiting review, and a third may be the approved version for current use. The person in this role reads the supplied approval information before moving or labeling anything. If that information is missing, the right response is a question to the owner. Renaming a file “final” does not make it approved.

Your day might start with a request for a current customer reply template. You would locate the approved file, confirm that it applies to the requested situation, and send the permitted link rather than an uncontrolled attachment. A colleague may then provide an updated document with a review note. You would place it in the appropriate review area, connect it to the earlier version as the procedure requires, and wait for the authorized decision before replacing what others use.

There is also a housekeeping side: checking broken folder links, identifying duplicate labels, and recording documents whose owner is unclear. A simple index can save a great deal of searching, but only if the link, status, and effective date are correct. That is why you would record a change after it is approved, rather than maintaining a separate private list that nobody else can verify.

Typical responsibilities

• Maintain assigned template folders and a clear online index.
• Compare file names and version dates with the approval record.
• Share current links with authorized colleagues.
• Put supplied revisions into the proper review location.
• Flag two files that appear to claim the same current status.
• Preserve an earlier version when retention instructions require it.
• Check that commonly used links still open for permitted users.
• Record the owner and status of unresolved template questions.

A template can also be retired because a form field or contact address changed. In that situation, preserve the approved archive and update the index after the owner confirms the new version. If an employee asks for the previous file to understand an old transaction, use the archive route rather than moving the retired copy back into the active folder. The distinction between historical access and current use keeps both records intact.

Working with other teams

Customer service staff may use these templates to answer requests, while billing or operations colleagues may rely on them for a different purpose. Ask which team and use the document is for before pointing to a file. Never assume that similar-looking material is interchangeable. If an employee cannot access a link, check the approved permission route and send the issue to the system owner; do not bypass access controls by forwarding a restricted copy.

An organized person who has maintained folders for a club, school project, or another job can bring useful habits here. Previous office administration work is helpful but not required. The employer will train you on its file structure, naming rules, and approval process. You should be comfortable using browser-based folders, checking details, and writing a concise note when you find a conflict. The document work uses approved remote access; the company will confirm its security rules and schedule.

The $28.60–$30.45 hourly range is intended for a role that needs reliable version control, not independent editorial authority. A successful week leaves colleagues with the right approved link and reviewers with a short, useful list of documents needing a decision.

Candidate review

An organized folder or a well-kept shared record can tell us more about fit than a particular software brand on a resume. Show the kind of document or information work you have done if it is relevant. Applicants new to office administration can learn the company’s approval and naming process.

If you’re selected for the next step, you may be asked to complete an application on the hiring company’s website. The employer will confirm the documents and access level involved in its opening.