Operations and Document Specialist

Randstad USA; Madison (WI); On-site; USD 25,000 - 26,000; Full time

Job summary

Randstad USA seeks a detail-driven Operations & Document Specialist to support our financial services practice. You will back administrative workflows, ensure document accuracy and regulatory compliance, and coordinate seamlessly between clients, corporate partners, and external vendors.

If you take pride in precision, follow-through, and structured organization, this role offers a steady opportunity to support a growing financial team.

Qualifications

• Prior administrative, clerical, or operational experience (experience within financial services, wealth management, insurance, or legal administration is a plus).
• High proficiency with Adobe Acrobat/PDF manipulation, Microsoft Excel/spreadsheets, and cloud document storage.
• Meticulous approach to reviewing paperwork for completeness, missing signatures, and proper formatting.
• Clear, professional written communication skills and the ability to handle sensitive client financial data confidentially.
• Candidates must successfully pass a comprehensive criminal background check and fingerprinting clearance through FINRA / MML Investors Services (MMLIS) prior to hire.

Responsibilities

• Assemble, review, and prepare client paperwork and signature packets for accurate processing.
• Rename, organize, and archive PDF files in strict accordance with office naming conventions.
• Upload, file, and systematically store completed, executed documents in our digital repositories.
• Perform daily downloads from tracker portals, update internal logs, and generate operational status reports.
• Liaise with external vendors regarding paperwork, forms, and client appointments; coordinate with our corporate office to transmit signed documentation and resolve processing inquiries.
• Conduct research using tools like Whitepages to locate, verify, and update client contact details.
• Assist with reimbursement requests, batch document downloads, and general administrative follow-up as needed.

Skills

Attention to detail

Regulatory compliance

Communication

Education

Associate degree

Tools

Adobe Acrobat

Microsoft Excel

Cloud storage

Job description

Job Summary

We are seeking a detail-driven, organized Operations & Document Specialist to support our financial services practice. In this role, you will be the backbone of our administrative and client processing workflow - ensuring document accuracy, regulatory compliance, and seamless operational coordination between clients, corporate partners, and external vendors.

If you take pride in precision, follow-through, and structured organization, this position offers an engaging, steady opportunity to support a growing financial team.

salary: $18 - $19 per hour shift: First work hours: 8 AM - 5 PM education: Associate

Qualifications & Requirements

• Experience: Prior administrative, clerical, or operational experience (experience within financial services, wealth management, insurance, or legal administration is a plus).
• Technical Skills: High proficiency with Adobe Acrobat/PDF manipulation, Microsoft Excel/spreadsheets, and cloud document storage.
• Attention to Detail: Meticulous approach to reviewing paperwork for completeness, missing signatures, and proper formatting.
• Communication & Discretion: Clear, professional written communication skills and the ability to handle sensitive client financial data confidentially.
• Regulatory Compliance (Mandatory): Candidates must successfully pass a comprehensive criminal background check and fingerprinting clearance through FINRA / MML Investors Services (MMLIS) prior to hire.

Responsibilities

• Document Processing & Organization: Assemble, review, and prepare client paperwork and signature packets for accurate processing. Rename, organize, and archive PDF files in strict accordance with office naming conventions.
• Filing & Archiving: Upload, file, and systematically store completed, executed documents in our digital repositories.
• Tracking & Daily Reporting: Perform daily downloads from tracker portals, update internal logs, and generate operational status reports.
• Vendor & Corporate Coordination: Liaise with external vendors regarding paperwork, forms, and client appointments. Coordinate with our corporate office to transmit signed documentation and resolve processing inquiries.
• Contact Research: Conduct research using tools like Whitepages to locate, verify, and update client contact details.
• Operational Support: Assist with reimbursement requests, batch document downloads, and general administrative follow-up as needed.

Skills

• Verbal Communication
• Confidentiality
• Sorting
• Filing
• Greeting Patients
• Claims Processing
• Responsiveness
• Written Communication
• daily reporting
• document review
• Vendor Relations
• Vendor Management
• Research
• document sorting

Experience

• Experienced
• 3 years

Education

• Associates

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact [e-mail].

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.