Document Administrator Job Description
Document administrator
provides administrative assistance to construction loan officers including preparation of documentation for loan closings, ordering appraisals, credit reports, etc.
Document Administrator Duties & Responsibilities
To write an effective document administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included document administrator job description templates that you can modify and use.
Sample responsibilities for this position include:
Handles day-to-day issues and fields end user requests for new or improved functionality
Uses strong technical skills to monitor the components of the system for problems, and propose solutions to any bottlenecks or recurring issues
Keeps the system’s documentation accurate and up to date
Assigns job tasks and coordinates planning across departments to assist in all OnBase projects
Provides technical guidance and support for installing and maintaining all OnBase networks, information systems, and client devices
Troubleshoots and tests any problems related to networks, hardware, software, configurations
Ensures all data and applications are secured and backed up routinely and appropriately, and maintains accuracy and currency of related documentation
Prepares and maintains procedural documentation and user training as necessary for OnBase projects
Responsible for supporting and securing all external electronic exchanges of information related to projects
Establishes procedures for protecting the integrity and security of data stored or routed through the networks
Document Administrator Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Document Administrator
List any licenses or certifications required by the position: II, IAT, DOD, CMII, AWS, SOP, UK
Education for Document Administrator
Typically a job would require a certain level of education.
Employers hiring for the document administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Associates, Education, Business, Technical, Management, Finance, Business/Administration, Computer Science, Engineering, Manufacturing
Skills for Document Administrator
Desired skills for document administrator include:
Hot Docs is beneficial
Loan documentation concepts in prior employment specifically Small Business and Commercial
AFS
Loan IQ
Excel and Access
Commercial credit requirements and documentation
Systems of record
Both internal procedures and systems
Excel
Commercial credit and lending issues
Desired experience for document administrator includes:
Develops and maintains good relationships with external software and hardware vendors
Work and engage with team responsible for producing mail in a high capacity, fast-paced, automated environment with an emphasis on Quality and Productivity
Maintain metrics reporting for all products
Assist in resolving issues/troubleshooting
Monitoring output to meet and/or exceed all internal Service Level Agreements (SLAs)
Comply with all Health & Safety requirement
Document Administrator Examples
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Document Administrator Job Description
Job Description Example
Our growing company is looking to fill the role of document administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for document administrator
- Support Operations Manager with projects and strategic planning
- Will use the Supplier Request for Proposal electronic system to solicit all proposals for equipment, commodities and construction needs
- Will assist the buyers and commodity leaders to condition the supplier proposals to ensure they all evaluated on an equivalent basis prior to making award
- Ensure that contracts are properly executed to the buyers Delegation of Authority (DOA), and have appropriate signatures of additional DOA
- Send supplier qualification packages, maintain and update expired qualification records, and assist the AdvanSix organization in ensuring compliance needs are met
- Issue new documents and updates to relevant teams
- Communicate to all parties as documents are updated
- Ensure that correct documents and most up to date versions are in use at all times
- General administrative / secretarial support to the team including printing, scanning and emails
- Reception cover when required, including answering the switchboard and greeting visitors to the office
Qualifications for document administrator
- Knowledge of Digital Printing – mono, colour, workflows will be preferable
- Knowledge of Automated and Manual Insertion processes and equipment will be preferable
- Displays enthusiasm and contributes to an effective team culture
- The ability to effectively utilize IT systems and software work applications
- Ability to interact effectively with diverse groups within the organization
- Travel required (Domestic & International) as needed
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Document Administrator Job Description
Job Description Example
Our company is growing rapidly and is looking for a document administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for document administrator
- Complete processing responsibilities as assigned (e-mail management, indexing, scanning, cheque processing or filing)
- Act as the first point of contact for escalated issues when the manager is unavailable
- Process assigned tasks within Service Level Agreements (SLA) daily
- Ensure all functions for the team are completed to meet intraday and end of day timelines as per assigned checklists
- Responsible for the more complex Document Management Centre functions
- Trains new employees and provides support and guidance to the team related to standard procedures for assigned tasks
- Investigate and resolve client escalated issues related to the Document Management Centre processes
- Work with Manager to update Desk Operating Procedures, audit transactions and revise procedure documents as required
- Develop, implement, and perform ongoing administration of the document management and record control policies, procedures and standards
- Ensure established policies and procedures are followed for the transfer of documents so that the information is appropriately stored/archived into the Mosaic document management system
Qualifications for document administrator
- Needs to be able to keep a database, requiring advanced computer skills, to assess and monitor performance evaluations that are tied to contracts
- Strong preference will be given to candidates with previous loan documentation experience and understanding of financial covenant principals
- Minimum four years residential real estate experience on processing or closing, preferably in a high net worth environment
- Knowledge of appraisals and appraisal rules and requirements
- 2+ years of college study in finance, economics, business administration, or related area
- Provide succession to the department manager vacation coverage capability for the daily Computershare file tracking process and be able to respond to questions or concerns regarding that process
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Document Administrator Job Description
Job Description Example
Our company is growing rapidly and is hiring for a document administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for document administrator
- Grant access to the tools, build and publish basic reports, and provide the first line of troubleshooting as required
- Monitor and improve tool content as directed
- Support the development and publication of functional reports and literature as required
- Ensure that routine reports are updated and published / distributed as necessary
- Provide training and/or guidance on document management, and track corrective and preventative actions, conduct audits, coordinate change, other activities as assigned
- Work collaboratively and embrace the Alliance philosophy
- Communicate clearly and consistently, explain to others the different types and formats of internal and external documentation and the why the what
- Understand the implications of maintaining legal and contractual documentation
- Store all documentation in an auditable and retrievable state
- Understand the archive periods for all types of documentation
Qualifications for document administrator
- Ability to work in a fast paced environment and meet deadlines and work standards
- Verifiable experience recognizing mortgage collateral documents
- Preferred three or more years of previous real estate loan administration experience or real estate paralegal experience
- Experience of Workflow coordination
- Precision and patience to work with details and routines
- Ability to work independently but also has good team work skills
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Document Administrator Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of document administrator. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for document administrator
- Launch of approval workflow
- Vendor Documents follow-up
- Communication channels set-up
- Protocol of correspondence
- Weighting structure set-up in accordance with standard document libraries
- Actuals progress and dates entry
- Forecast figure proposal (to project planner)
- Data interchange with project planner
- Reporting for engineering team
- Purchase Order upload in the tracking system
Qualifications for document administrator
- Experience within the Construction Industry is highly desirable
- You must be IT literate with sound knowledge of Office 365
- Must possess a background in construction or engineering related work activities to understand the terminology used in the field and office environment
- Check of purchase order structure in accordance with Product Breakdown codes and delivery plan
- Vendor software environment set-up
- Training for internal and external project stake-holders
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Document Administrator Job Description
Job Description Example
Our innovative and growing company is hiring for a document administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for document administrator
- Preparing files for shipment to offsite retention warehouse
- Researching documents for final disposition
- Imaging/indexing documents and filing
- Accurately record the details of Tax forms / Self Certifications forms in the FATCA validation interface
- Assist with investor correspondence to ensure that FATCA deadlines are met
- Assist in producing FATCA reports for clients
- Control the identification, registration and distribution of all incoming and outgoing project documentation
- Ensure all controlled documents are issued under a transmittal
- Ensure the Transmittal Register is maintained and up to date
- Scanning and uploading of project documentation to client document management systems
Qualifications for document administrator
- Must be able to access documents from customer portals
- Able to assist source inspection with collecting required certifications, work orders or records to support customer source inspectors and DQRs
- Minimum of an Associate Degree and 2 years experience maintaining company records
- Experience in manufacturing environment, specifically a Machine Shop
- Ability to work with Purchasing and Suppliers to resolve record issues and with Manufacturing and Production Control for internal records
- Assist Project Managers with preparation of Project Document Control reporting requirements, where necessary