Document Management Clerk

Position Summary
We are seeking a meticulous and detail-oriented Document Management Clerk to join our team. The primary responsibilities of this role include transcribing certificates of analysis (COAs) and technical data sheets (TDS) onto VIKING letterhead, updating old VIKING TDS and product data sheets to a new format, and managing document uploads into our ERP system. Additionally, the candidate will be responsible for cleaning up existing uploads within the ERP system, re-classifying documents, and ensuring accurate and organized data management.

Primary Function
Transcription and Uploads:
• Receive COAs and TDS from manufacturers or distributors.
• Transcribe COAs and TDS onto VIKING letterhead with precision and accuracy.
• Upload transcribed documents into our document management system following established procedures.
• Ensure all uploaded documents are properly labeled and categorized for easy retrieval.
Updating Documents:
• Review old VIKING TDS and product data sheets.
• Update them to a new format as per company standards and guidelines.
• Collaborate with relevant departments to ensure the accuracy and completeness of updated documents.
• Upload updated documents into the ERP system and ensure proper version control.
Data Cleanup and Management:
• Audit existing uploads within the ERP system.
• Identify discrepancies, errors, or outdated information.
• Re-classify documents as needed based on updated guidelines and classifications.
• Upload new documents as required and ensure they are correctly linked to relevant products or categories.
Quality Assurance:
• Conduct regular quality checks on uploaded documents to ensure data integrity.
• Address any discrepancies or errors promptly and communicate with the appropriate teams to resolve them.
• Maintain confidentiality and security of sensitive documents and information.

Skills & Requirements
• Proven experience in data entry, document management, or administrative roles.
• Excellent attention to detail and accuracy in transcription and data entry.
• Proficiency in Microsoft Office Suite and document management software.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Ability to work independently with minimal supervision and as part of a team.
• Familiarity with ERP systems and an understanding of document classification and indexing principles is a plus.
• Must provide your own computer that can be linked to ERP via Microsoft Remote Desktop Connection