Archive Assistant

1 Week ago • All levels

Administartive

Job Description

The Archive Assistant is responsible for researching and verifying documents requested or sent to the company. This includes processing, sanitizing, and organizing documentation alphabetically or numerically, as well as registering incoming and outgoing boxes according to established company procedures. The role also involves providing customer service by phone for certain departments, controlling research requests, and updating internal systems and spreadsheets. The assistant will locate and return document boxes, complete daily activity reports, and may assist other departments with related tasks.

Good To Have:

Office Suite knowledge
Document organization skills
Customer service skills

Must Have:

High School Complete
Control entry and exit of research requests via email, internal system, or client system
Register and search document data in specific systems or client spreadsheets
Verify and research physical, image, or copy documents based on requests
Forward requested documents for delivery and handle returns of discrepant documents
Locate document boxes following procedures and return them after research
Complete daily activity reports (OPLOG form) for production control
Update control spreadsheets and input data into internal or client systems
Attend to client document requests by phone and provide web query support (for specific sectors)
Receive and verify physical documents from clients via courier and update system (for specific sectors)
Provide external service at client sites or other company units for document preparation and organization (for specific sectors)

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At Iron Mountain we know that work, when done well, makes a positive impact for our customers, our employees, and our planet. That’s why we need smart, committed people to join us. Whether you’re looking to start your career or make a change, talk to us and see how you can elevate the power of your work at Iron Mountain.

We provide expert, sustainable solutions in records and information management, digital transformation services, data centers, asset lifecycle management, and fine art storage, handling, and logistics. We proudly partner every day with our 225,000 customers around the world to preserve their invaluable artifacts, extract more from their inventory, and protect their data privacy in innovative and socially responsible ways.

Are you curious about being part of our growth story while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

JOB SUMMARY

Responsible for researching and verifying documents requested or sent to the company. Process documentation, sanitize, organize in alphabetical or numerical order, register incoming and outgoing boxes according to established company procedures. Provide customer service by phone in some departments.

MAIN RESPONSIBILITIES

1. Control the entry and exit of research requests through requests received by emails from clients, internal system, or client system;

2. Register and search document data in a specific system or spreadsheets sent by the client, when incomplete, according to manager's guidance;

3. Verify and research physical, image, or copy documents from clients, according to received requests;

4. Forward documents requested by clients to the routing area, so that they are delivered to the requested location, as well as the return of documents received with discrepancies identified in the system;

5. Search for and locate document boxes, following instructions or address indications (corridors, shelves, levels, etc.) established by current procedures or instructions given by the superior. After research work, return these volumes to the initial location;

6. Fill out daily activity reports (OPLOG form), according to IMB models and procedures, for evaluation and control of individual and department production;

7. When there are no direct duties, may assist other departments and perform related tasks according to the immediate manager's request;

8. Update spreadsheets with necessary controls, as determined by the client or manager, as well as inserting data into the internal system or the specific client's system;

Exclusive activity of the GAA (Active File Guard), Archive Organization (O.A), Research and Exclusive Site (as per contract) sectors:

9. Serve clients by phone for their document requests and provide support whenever requested for their web queries;

10. Receive and verify physical documents received by courier from clients and update the system with confirmation of receipt.

Exclusive activity of the Archive Organization (O.A) sector:

11. Provide external service at client sites or other company units, performing tasks of verification, preparation, organization of documents to be sent for storage, whenever necessary.