A document coordinator organizes and files various business-related documents, including electronic and hard copies. They must have knowledge of filing systems and the ability to logically organize data. The job may involve managing queries and maintaining a master inventory. Security clearance is usually high due to the confidential nature of the documents. Training varies, but basic office skills and organization abilities are helpful.
A document coordinator is a business professional who assists in the proper cataloging and filing of various types of business-related documents. These documents can include invoices, customer correspondence, internal memos and proprietary documents, and even receipts related to receivables or payables. Along with organizing documents for easy storage and retrieval, a document coordinator can also work closely with others across the company to help with the assembly of new documents, such as proposals that are being prepared for consideration by potential clients.
General responsibilities require an in-depth knowledge and understanding of filing systems used in the workplace. This includes the methodologies used to organize and archive hard copies of important documents, but also how to organize electronic documents in some kind of virtual repository, such as secure files stored on a server. To that end, the coordinator must have the ability to logically organize data so that all documents can be retrieved when and as needed.
Other tasks associated with a document coordinator’s job may involve coding and cross-referencing documents, as well as filing them in specific sequences and logical arrangements. In some cases, the coordinator will also be responsible for managing queries on the data found in the documents and being able to retrieve the correct document or set of documents on demand. Maintaining a master inventory of which documents are contained in that inventory and where they can be found is also a task usually assigned to a document coordinator.
Because a document coordinator may come into contact with electronic and paper documents that contain proprietary or confidential information, the security clearance for this type of work is usually quite high. This takes the coordinator’s role a little beyond the realm of an attendant, who may be tasked with filing documents that are not considered confidential in nature. It is not uncommon for individuals such as executive directors to function as coordinators, creating and maintaining filing systems especially for the executives with whom they work closely.
Training for the job as a document coordinator varies, depending on the scope of responsibilities the employer chooses to associate with the position. In some cases, basic office skills are required, such as working knowledge of using computers, how to file documents using a standard filing system, and the ability to effectively assimilate and follow an existing filing strategy. An aptitude for organization and logical thinking is also very helpful when looking for this type of job.
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