Document Administrator

Document Administrator at Vanguard Group Staffing, Inc. Document Administrator at Vanguard Group Staffing, Inc. in Weehawken, New Jersey Posted in 4 days ago.

Type:

full-time

Job Description:

The Document Administrator will be supporting the physical records operations, ensuring accurate inventory control, secure storage, compliant disposition, accurate reporting and effective vendor coordination. The role acts as a point of contact for records-related inquiries, operational issues, and service delivery across multiple business units and locations. Manage enterprise physical records inventories, including records stored with approved off?site vendors, ensuring accurate location tracking, data integrity, and lifecycle status within internal systems such as the Physical Records Indexing System (PRIS) and vendor platforms (e.g., Iron Mountain Connect). Identify, investigate, and resolve discrepancies related to box locations, checkouts, returns, and legacy inventory records to ensure system accuracy and audit readiness. Perform system testing and validation within physical records indexing platforms to support system enhancements and regulatory requirements Serve as a liaison with external physical records management vendors, coordinating records pickups, refiles, deliveries, console placements, destructions, and service schedules. Monitor, review, and audit vendor performance against contractual service?level agreements (SLAs), addressing service issues and escalating risks as required. Act as a point of contact for physical records management inquiries through the Records Management Support Line and shared mailbox. Provide user support and guidance on physical records archiving processes, retention requirements, and PRIS system usage. Track, analyze, and report on physical records management operational metrics Support the secure handling, storage, retention, and disposition of physical records in accordance with corporate Records Management standards, regulatory obligations, and internal policies. Qualifications Excellent verbal and written communication skills with the ability to clearly convey complex information to diverse audiences Proven ability to independently plan, prioritize, and manage financial and logistical deliverables across multiple projects Demonstrated ability to deliver high?quality work accurately and on a timely basis Client?focused with a strong commitment to service excellence Strong analytical and presentation skills; experience with risk management is a plus Advanced proficiency in Microsoft Office, including Excel and PowerPoint; familiarity with Power BI is a plus Advanced Excel capabilities, including creating pivot tables, VLOOKUPs, and performing cross?tabulations across multiple data sets to generate meaningful reporting and insights Flexible, resilient team player with a positive, solutions?oriented attitude