Scanning Operations Coordinator

About the Job

Overview

We are seeking an organised, hands-on Scanning Operations Coordinator to manage document scanning and digital file collection across four government departments: one in Johannesburg, two in Pretoria and one in Polokwane. The role works with one or more scanning vendors, departmental contacts and the project team to keep the work on schedule and make sure complete, usable files are handed over. The coordinator reports to the Programme Director and works closely with the technical team on file handover and technical issues.

Context & Impact

The project converts physical and existing digital records from government departments into organised, verified digital files. The documents include loose pages and bound volumes, so they must be handled carefully, kept in their original order and treated according to each department’s requirements.

This is an operational coordination role. The technical team handles loaders, OCR and other technical processing. The coordinator manages everything that feeds into it: arranging scanning jobs, overseeing vendor teams on site, collecting and organising files, running quality checks and keeping an accurate register. The work happens across multiple sites and stakeholders under strict confidentiality requirements. The project depends on reliable follow-through and accurate records.

Success means every document set is accounted for, scanned clearly, checked, stored in the correct place and handed over with an accurate record of any outstanding items.

Why This Role Is Exciting

• Multi-site coordination:  plan and manage scanning jobs across four departments in Gauteng and Limpopo, covering dates, access, workspace, equipment, staff and document readiness.
• Vendor oversight:  direct the daily work of scanning vendors and operators, from document preparation to the careful handling of originals.
• Quality ownership:  check for missing or duplicate pages, page order, readability, orientation and filenames, and track every rescan or correction until it is resolved.
• Clean handover:  keep the register and storage structure that the technical team relies on to process completed batches.
• Work with confidential records:  follow confidentiality and secure file-handling procedures on sensitive government records.

What We’re Looking For

The ideal candidate is a practical, dependable coordinator with experience in scanning, document management or records management. Candidates with strong hands-on experience in operations, administration, logistics or team coordination are also suitable.

Core strengths include:

• Coordinating vendors and government officials with confidence, and following up on outstanding commitments
• Organising files and folders on a Windows laptop, including copying from USB devices and following naming rules
• Using Excel to track progress, status and outstanding items
• Following checklists precisely and learning a new scanning workflow quickly

The right person is organised, reliable and detail-oriented. They raise shortages, access problems and delays early instead of waiting for them to escalate. They are comfortable working on site, managing day-to-day changes and taking ownership of each batch until it is complete.

Own reliable transport and a valid driving licence are essential. The role involves travel between sites in Johannesburg, Pretoria and Polokwane. Travel costs are reimbursed, including overnight stays where needed.

How to apply

Apply at https://talent.deviare.africa