Document Management Coordinator

O firmie

Document Management Coordinator

Location: Warsaw

Work model: on site

Payrate: PLN 45 gross

Contract: Full-time (8h/day, 5 days/week) until December 31, 2026 (Possibility of extension into 2027 for CEE region rollout)

Client: a big, californian company.

O stanowisku

ABOUT THE ROLE We are looking for 2-3 detail-oriented, reliable temporary contractors to join our People & Culture team in Warsaw. You will play a crucial role in a high-priority digitization and document-management project. This position is ideal for individuals who enjoy hands-on administrative work, excel in structured environments, and take pride in maintaining order and confidentiality. No prior HR law knowledge is necessary—full training on document taxonomy and scanning procedures will be provided.

Obowiązki

• Retrieve physical employee files from storage, carefully remove inserts/documents, and prepare them for processing.
• Accurately print and scan high volumes of physical personnel files (current and former employees).
• Reassemble physical files back into their exact original order (applying the agreed A–E filing structure). Ensure no documents are misplaced or damaged.
• Upload digitized records to SharePoint, applying correct file-naming conventions and standardized taxonomy.
• Maintain high standards of accuracy and strictly safeguard sensitive personal data (e.g., salaries, addresses, personal ID details).
• Manage personal daily output (targeting 10–20 files per day) to meet project deadlines, while reporting progress and escalating missing or unclear documentation to management.

Kwalifikacje

ABOUT THE CANDIDATE

Wymagane umiejętności

• Required: Native/Fluent Polish (essential for reading Polish employment documentation) and working proficiency in English (for communication with the international project team).
• Comfortable with physical, repetitive, and manual work (handling physical binders, moving files, scanning/printing for long stretches).
• Exceptional precision and organizational skills; ability to follow defined steps without deviation.
• High degree of integrity when handling confidential and personal HR records.
• Basic office IT skills (printers/scanners, PDF management, Outlook, SharePoint).
• Welcomed transferable experience: Administrative Assistant, Office Administrator, Data Entry Clerk, Archive/Document Control Assistant, or Back-Office Support.

Preferowane umiejętności

• Welcomed transferable experience: Administrative Assistant, Office Administrator, Data Entry Clerk, Archive/Document Control Assistant, or Back-Office Support.