Data/Document Manager

Functional Role: Data/Document Manager

Contract Role: Reporting Specialist

Location: San Juan, PR IN-OFFICE

Who we are:

DCMC Partners, a Great Place to Work®-Certified company, is a leader in providing program and crisis management services, including disaster recovery operations support, long-term recovery organization development, strategic advice, recovery program management, hazard mitigation expertise, grants management, grants identification and application support, and business continuity planning. Our team has managed response and recovery efforts for nearly every historic disaster in the past 30 years. With a full suite of emergency management services, DCMC Partners is there to help our clients effectively prepare for, mitigate, respond to, and recover from crises and disasters of all kinds.

Summary:

Data/Document Managers are responsible for the collection, organization, management, and maintenance of client procurement data. Data/Document Managers are typically tasked with developing and maintaining data and documentation files and tracking systems, with maintain version control of documents, and may be tasked with ensuring data integrity.

Operational Responsibilities:

1. Manage and coordinate assigned tasks to ensure they are completed on time and on budget.
2. Organize and plan assigned project tasks, resources, and schedules.
3. Implement tasks in accordance with company standards and policies.
4. Communicate task status to stakeholders and key project participants.
5. Respond to stakeholders (internal and external) to ensure timely delivery of service.
6. Maintain document control through versions, edits, and changes.
7. Create and maintain data management and file structure organization.
8. Support project staff, as required.
9. Notify Procurement Project Lead of any issues or concerns regarding tasks assigned.
10. Ensure data is adequately backed up and accessible.

Administrative Responsibilities:

1. Ensure understanding of time allotted for task from Project Manager. Management of time and task to stay on schedule and within budget.
2. Initiate and maintain appropriate coordination with other service lines for stakeholder needs and satisfaction.
3. Provide reporting information to stakeholders, as requested.

Competencies:

1. Strong organizational, time management, and verbal and written communication skills, demonstrated by the ability to:
   1. Communicate effectively with client, Project Manager, and teammates.
   2. Accountability for work performance.
2. Ability to work multiple tasks simultaneously, demonstrated by the ability to:
   1. Optimize work processes.
   2. Situational adaptability.
3. Proficiency in Microsoft Office tools and other remote work technologies.

Qualifications:

1. Bachelor's degree in a relevant field such as Information Management, Business Administration, or a related discipline.
2. Previous experience in document management, records management, or a related field. This could include roles such as Document Controller, Records Clerk, or Administrative Assistant with a focus on organizing and managing documents.
3. Proficiency in using document management software systems and tools such as SharePoint, Documentum, Alfresco, among others.
4. Proficiency with electronic document imaging, scanning, and indexing technologies is required.
5. Efficiently categorize, store, and retrieve documents. Ensure documents are properly labeled, indexed, and stored, ensuring documents can be easily located when needed.
6. Interact with various stakeholders, including colleagues, clients, and vendors.
7. Strong verbal and written communication skills.
8. Track document lifecycle and identify areas for improvement.
9. Bilingual (Spanish and English), both oral and written.
10. Must reside in Puerto Rico.

Working conditions:

Monday to Friday (8:00am to 5:00pm). Sometimes needed to work outside of regular work hours (evenings, weekends, etc.).

Benefits:

Comprehensive Health insurance, 401K, Disability, Paid Time Off, and Bonus Incentives.

DCMC Partners Commitment to Diversity:

DCMC Partners is an equal opportunity employer. We support a diverse workforce and are committed to creating an inclusive environment for all employees. Equal Opportunity Employer/Disability/Veterans

For more about DCMC Partners, please visit our website at dcmcpartners.com/careers.