Document Management Specialist

About the Company

Capgemini is a global leader in partnering with companies to transform and manage their business by harnessing the power of technology. The Group is guided every day by its purpose of unleashing human energy through technology for an inclusive and sustainable future. It is a responsible and diverse organization of over 360,000 team members in more than 50 countries. With its strong 55-year heritage and deep industry expertise, Capgemini is trusted by its clients to address the entire breadth of their business needs, from strategy and design to operations, driven by the fast-evolving and innovative world of cloud, data, AI, connectivity, software, digital engineering, and platforms.

Job Description

We are seeking a detail-oriented and highly organized Document Management Specialist to join our remote team. In this critical role, you will be responsible for the efficient and accurate management of a vast array of digital and potentially physical documents, ensuring their proper classification, storage, retrieval, and adherence to company policies and regulatory requirements. This position is ideal for an individual with a strong commitment to accuracy and data integrity, who thrives in a structured environment and possesses excellent technical aptitude. While a degree is not required, proven experience in document control or information management is essential.

Key Responsibilities

• Classify, index, and organize a high volume of digital and physical documents according to established protocols and standards.
• Ensure the accuracy, integrity, and confidentiality of all managed documents.
• Manage the lifecycle of documents from creation to archival or destruction, following defined retention schedules.
• Facilitate document retrieval requests from internal teams and external stakeholders in a timely and efficient manner.
• Maintain and update document management systems (DMS) and databases.
• Conduct regular audits to ensure compliance with document control procedures and regulatory requirements (e.g., GDPR, industry-specific regulations).
• Collaborate with various departments to understand their document management needs and provide support.
• Identify and implement improvements to existing document management processes for increased efficiency and effectiveness.
• Provide training and guidance to colleagues on document management best practices and system usage.

Required Skills

• Minimum 2 years of experience in document control, data entry, or an administrative role with heavy document interaction.
• Proficiency with Document Management Systems (DMS) and Microsoft Office Suite (Word, Excel, Outlook).
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a remote team.
• Problem-solving aptitude and proactive approach to tasks.
• High level of integrity and ability to handle confidential information.

Preferred Qualifications

• Experience with specific DMS platforms such as SharePoint, OpenText, or M-Files.
• Familiarity with data privacy regulations (e.g., GDPR).
• Experience working in a regulated industry (e.g., finance, healthcare, public sector).
• Basic understanding of project management principles.
• Proven ability to adapt to new technologies and processes quickly.

Perks & Benefits

• Fully remote work flexibility.
• Comprehensive health and wellness programs.
• Generous annual leave allowance.
• Competitive pension scheme.
• Ongoing professional development and training opportunities.
• Employee assistance program.
• Access to a global network of experts and diverse projects.

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