Archive Assistant

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 searches 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 search physical documents, images or copies 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 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 departmental production;

7. When there is no work for their direct function, they 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 or specific client system;

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

9. Attend to clients by phone for their document requests and provide support whenever requested in their web consultations;

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

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

11. Provide external service to clients or other Company Units, performing tasks of verification, preparation, organization of documents to be sent for storage, whenever necessary.

REQUIRED EDUCATION

Complete High School.

DESIRABLE TECHNICAL KNOWLEDGE

Office Suite, documental organization, customer service.

REQUIRED COMPETENCIES

Concentrated attention, agility, proactivity, work organization and teamwork.