File Assistant

3 Weeks ago • All levels

Job Summary

Job Description

The File Assistant is responsible for researching and checking documents requested or sent to the company. They will process documentation, sanitize it, organize it alphabetically or numerically, and register incoming and outgoing boxes according to company procedures. They will also handle customer service by phone in some departments. Main responsibilities include controlling the entry and exit of research through requests received by email, internal system, or client system; registering and researching document data in a specific system or spreadsheets; checking and researching physical documents, images, or copies from clients; forwarding documents requested by clients to the route area; searching for and locating document boxes; filling out daily activity reports; assisting other departments and performing related tasks; and updating spreadsheets. They will also answer customer calls for document requests, support web consultations, and receive and check physical documents.
Must have:
  • Control entry and exit of research requests.
  • Register and research data in systems or spreadsheets.
  • Check and research physical documents.
  • Fill out daily activity reports.
  • Answer customer calls for document requests.
Good to have:
  • Knowledge of the Office Package.
  • Document organization skills.
  • Customer service experience.

Job Details

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 stor​y while evolving your skills in a culture that will welcome your unique contributions? If so, let's start the conversation.

SUMÁRIO DO CARGO Responsável por pesquisar e conferir os documentos solicitados ou enviados para empresa. Tratar a documentação, higienizar, organizar em ordem alfabética ou numérica, realizar cadastro das caixas de entrada e saída conforme procedimentos estabelecidos pela empresa. Fazer o atendimento aos clientes por telefone em alguns departamentos. RESPONSABILIDADES PRINCIPAIS 1. Controlar a entrada e saída de pesquisas através das solicitações recebidas por emails dos clientes, sistema interno ou sistema do cliente; 2. Cadastrar e pesquisar dados de documentos em sistema específico ou planilhas enviadas pelo cliente, quando não estão completas, conforme orientação do gestor; 3. Conferir e pesquisar documentos físicos, imagem ou por cópia dos clientes, conforme as solicitações recebida; 4. Encaminhar documentos solicitados pelos clientes para a área de roteiro, para que o mesmo seja entregue ao local da solicitação, assim também como a devolução dos documentos recepcionados com divergência identificados no sistema; 5. Procurar e localizar caixas de documentos, seguindo instruções ou indicações de endereços (corredores, prateleiras, níveis, etc) estabelecidos pelos procedimentos vigentes ou instruções dadas pelo superior. Após os trabalhos de pesquisa, retornar estes volumes ao local inicial; 6. Preencher relatórios de suas atividades diárias (formulário OPLOG), conforme os modelos e procedimentos IMB, para avaliação e controle da produção individual e do departamento; 7. Quando não há trabalhos de sua função direta poderá auxiliar os demais departamentos e realizar tarefas correlatas de acordo com solicitação do gestor imediato. 8. Atualizar de planilhas com controles necessários, conforme determinado pelo cliente ou gestor, assim também com a inserção de dados no sistema interno ou do cliente em específico; Atividade exclusiva do setor GAA (Guarda de Arquivo Ativo), Organização de Arquivo (O.A), Pesquisa e Site Exclusivo (conforme contrato): 9. Atender aos clientes por telefone em suas solicitações de documentos e dar suporte sempre que solicitado em suas consultas via web; 10. Recepcionar e conferir os documentos físicos recebidos por malote dos clientes e dar baixa no sistema com a confirmação do recebimento. Atividade exclusiva do setor Organização de Arquivo (O.A): 11. Prestar Serviço externo nos clientes ou em outras Unidades da empresa, executando as tarefas de conferência, preparação, organização dos documentos para que sejam enviados para a guarda, sempre que necessário. ESCOLARIDADE REQUERIDA Ensino Médio Completo. CONHECIMENTOS TÉCNICOS DESEJÁVEIS Pacote Office, organização documental, atendimento ao cliente. COMPETÊNCIAS REQUERIDAS Atenção concentrada, agilidade, proatividade, organização do trabalho e Trabalho em equipe.

Category: Operations Group

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About The Company

Iron Mountain is a global leader in storage and information management services trusted by more than 225,000 organizations in 60 countries. We safeguard billions of our customers’ assets, including critical business information, highly sensitive data, and invaluable cultural and historic artifacts. Take a look at our history. Iron Mountain helps lower cost and risk, comply with regulations, recover from disaster, and enable digital and sustainable solutions, whether in information management, digital transformation, secure storage and destruction, data center operations, cloud services, or art storage and logistics. Please see our Values and Code of Ethics for a look at our principles and aspirations in elevating the power of our work together.

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