Imaging Specialist & Document Management Administrator

Your tasks

The Imaging & Document Management Administrator is responsible for document scanning, digitization, records management, administrative support, and business process operations. The role ensures accurate processing, indexing, storage, retrieval and management of physical and electronic documents while maintaining compliance with company policies, customer requirements, security standards, and service level agreements (SLAs).

The role supports Digital Centre operations, customer sites, and BPO projects, providing document management, administrative services, records management, and customer support to ensure efficient business operations and exceptional service delivery.

Document Imaging & Digitization

• Operate high-speed scanners and related equipment to digitize physical documents.
• Prepare documents for scanning, including sorting, indexing, removing staples, repairing damaged pages, and organizing files.
• Conduct quality checks to ensure scanned images meet standards for clarity, completeness, orientation, and accuracy.
• Upload, index, classify, and maintain electronic records within document management systems.
• Perform basic troubleshooting and routine maintenance of scanning and imaging equipment.

Document & Records Management

• Manage the filing, storage, retrieval, archiving, and disposal of physical and electronic records in accordance with company policies and regulatory requirements.
• Maintain document inventories and records databases to ensure information accuracy and accessibility.
• Support records retention and document lifecycle management processes.
• Monitor compliance with document control, security, confidentiality and information governance standards

Administrative Support

• Provide general administrative support, including data entry, reporting, document preparation, record updates, and correspondence management.
• Maintain operational records, logs, reports, and tracking systems.
• Coordinate document transfers, file requests, and records-related enquiries from internal and external stakeholders.
• Assist with project administration and operational support activities as assigned.

Customer Site & BPO Operations Support

• Provide on-site support at customer locations for document management, records management, scanning, and business process activities.
• Support BPO operations by performing document processing, data verification, data entry, indexing, and other administrative services.
• Ensure compliance with customer-specific processes, operational requirements, and SLAs.
• Build and maintain strong working relationships with customers through professional, responsive, and high-quality service delivery.
• Adapt to various customer environments, workflows, and operational requirements.

Quality, Compliance & Continuous Improvement

• Maintain confidentiality and security of sensitive information and documents.
• Track productivity, quality performance, and operational metrics, escalating issues when necessary.
• Follow established SOPs, quality standards, safety procedures, and compliance requirements.
• Collaborate with team members to resolve operational challenges and improve process efficiency.
• Participate in cross-functional training, job rotation, and continuous improvement initiatives.

Requirements

• Basic computer literacy and proficiency in Microsoft Office applications.
• Knowledge of document management systems, records management practices, and imaging solutions.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time management skills.
• Ability to handle repetitive and high-volume tasks efficiently.
• Data entry and administrative support experience.
• Understanding of records retention, data privacy, and confidentiality requirements.
• Customer service and stakeholder management skills.
• Ability to work independently and collaboratively in a team environment.
• Adaptability and flexibility in supporting multiple customer sites and projects.
• Problem-solving and troubleshooting capabilities.

• Minimum GCE "N" Level certificate or equivalent.
• At least one (1) year of experience in document management, records management, document scanning, administration, BPO operations, or related fields preferred.
• Entry-level candidates with a strong willingness to learn are encouraged to apply.
• Experience supporting customer-site operations or service delivery environments is an advantage.
• Proven ability to work in a fast-paced, deadline-driven environment with a high level of accuracy.
• Strong customer service orientation and professional communication skills.
• Willingness to be deployed to different customer sites on short notice based on operational requirements.
• Open to cross-functional training and job rotation as required by management.

Other

Working Environment

• Digital Centre, office environment, customer site, or BPO operational facility.
• May require deployment to various customer locations.
• May involve shift work, overtime, weekends, or public holiday support based on business requirements.
• Fast-paced environment with productivity, quality, compliance, and SLA targets.

Working Arrangement

• Employment Type: 2-year contract (renewable subject to performance and business requirements)
• Working Hours: Monday to Friday, 8:30 AM to 5:30 PM