Senior Document Control Specialist

BrightStar Technologies; Newark (NJ); On-site; USD 42,000 - 65,000; Full time

Job summary

Bright Star is seeking a detail-oriented Records Management Specialist to scan documents into the ECM system, perform data entry, and verify records for accuracy. The role emphasizes adherence to filing standards and secure documentation handling.

Ideal candidates have scanning experience, a solid grasp of Microsoft Office applications, and the ability to follow instructions with independence in a fast-paced construction-related environment.

Qualifications

• Must have experience in the design and construction industry doing records management.
• Scanning experience.
• Solid knowledge of Microsoft applications, including Teams, Excel, Outlook, Word, SharePoint, and Adobe Acrobat.
• Must be deadline oriented and proactive in follow-up and execution of tasks necessary to meet objectives.
• Must be able to take instructions and carry them out successfully.
• Must be comfortable asking questions when you are unsure about the instructions or they are not clear.
• Must be self-reliant and self-sufficient.
• Must be versatile, resourceful, and able to work in a constantly

Responsibilities

• Scanning documents into ECM system and preparing for scanning.
• Accurately enter data from source documents into the ECM system.
• Verify data completeness, accuracy, and adherence to standards.
• Maintain filing systems, permissions, and archival processes.

Skills

Scanning

Data entry

Verification

Records management

Attention to detail

Questioning instructions

Self-reliance

Versatility

Tools

Microsoft Teams

Excel

Outlook

Word

SharePoint

Adobe Acrobat

Job description

Company Description:

For nearly 20 years, Bright Star has provided records management temp services, eAgenda solutions, and document scanning and records management services to federal and state government agencies. Bright Star hires people with disabilities and Veterans from all branches of the military returning from overseas and stateside, and gets them back on their feet.

Company Culture:

Autonomy, transparency, and trust. We believe that a team is safe for interpersonal risk-taking, that you can ask a question, admit a mistake, or challenge an idea without fear of embarrassment or retraction. This environment fosters honest problem-solving and innovation. People are empowered to do their best work with clear support from leadership who frame work as learning opportunities. We are a culture that believes that speaking up while maintaining excellence leads to better outcomes.

Responsibilities

• 1.Scanning. a. Scan documents into ECM system including large format, letter size, and other size paper documents. b. Inventory and prepare documents for scanning including documents and more.
• 2.Data Entry. a. Accurately enter data, edit existing data, and update information from several source documents into the ECM system. b. Understand identifier data for construction or property documents, and other information such as project number and so on. c. Integrate other external digital data sources.
• 3.Verification. a. Verify the completeness and accuracy of data and correct/update/modify when necessary. b. Visually verify the scanned images meet quality standards. c. Verify record retention and filing protocols. d. Verifies documents meet industry standards and internal policies.
• 4.Records Management. a. Ensure all records follow file-naming standards and comply with company policy. b. Perform various clerical duties related to data entry, such as record searching, verification, filing, and keeping logs updated. c. Share documents with approved teams. d. Manages security permissions for document access. e. Removes obsolete files from circulation. f. Prepares files for internal and external audits. g. Check incoming documents for accuracy, standard formatting, and correct naming conventions. h. Oversee document creation, archiving, and secure disposal. i. Maintain physical and digital filing systems, databases, and document management systems. j. Tracks document revisions, updates, and approvals to ensure only the latest authorized versions are in use. k. Effectively communicate information in writing and verbally ensuring the information is conveyed accurately. l. Actively listen to instructions and other communications to clearly understand objectives and tasks.

Qualifications

• 2.Must have experience in the design and construction industry doing records management.
• 3.Must have scanning experience.
• 4.Solid knowledge of Microsoft applications, including Teams, Excel, Outlook, Word, SharePoint, and Adobe Acrobat.
• 5.Must be deadline oriented and proactive in follow-up and execution of tasks necessary to meet objectives.
• 6.Must be able to take instructions and carry them out successfully.
• 7.Must be comfortable asking questions when you are unsure about the instructions or they are not clear.
• 8.Must be self-reliant and self-sufficient.
• 9.Must be versatile, resourceful, and able to work in a constantly