Purpose of the Role
To lead and support the day-to-day operation of the team, ensuring workloads are effectively planned and prioritised, quality standards are maintained, client requirements are met, and all activities are completed in accordance with regulatory, contractual, and organisational standards. The role provides operational support, coaching, quality assurance, reporting, and coordination activities across document management and archival processes.
Key Responsibilities
Team Leadership & Coordination
- Schedule, prioritise and allocate workloads across the team to ensure deadlines and service levels are achieved.
- Act as the first point of contact for team members, providing guidance and support on daily operational matters.
- Monitor team performance and productivity, providing ongoing support where required.
- Conduct quarterly one-to-one performance reviews with team members.
- Facilitate and lead weekly team meetings.
- Support the onboarding and development of new starters through one-to-one training and mentoring.
- Provide weekly updates and reporting to management on team activities, performance, and key metrics.
Quality Assurance & Continuous Improvement
- Perform quality assurance spot checks and quality reviews across current projects.
- Record and monitor quality assurance findings and customer returns.
- Review client feedback, investigate issues, and allocate corrective actions as appropriate.
- Support continuous improvement initiatives to enhance quality, efficiency, and customer satisfaction.
- Maintain audit trails in accordance with client requirements and contractual obligations.
Document & Data Management
- Edit and create PDF documents for use within SAP DMS and DocuShare systems.
- Support the onboarding and implementation of new document types into archive and document management systems.
- Consolidate project files and data for monthly statistical review reporting.
- Update, maintain, and review productivity trackers to ensure accurate performance reporting.
- Perform accurate data entry activities while maintaining high levels of data integrity.
Systems & Project Support
- Coordinate User Acceptance Testing (UAT) activities in collaboration with Digital Specialists and Technical Advisors.
- Support document control and archival projects as required.
- Assist with process improvements and system enhancements relating to document management activities.
Compliance & Governance
- Ensure compliance with ITAR (International Traffic in Arms Regulations) and EAR (Export Administration Regulations) requirements.
- Adhere to all company policies, procedures, and client-specific requirements.
- Maintain confidentiality of sensitive company, customer, and project information.
- Ensure all activities are completed in accordance with quality standards, regulatory requirements, and audit expectations.
Key Skills & Experience
- Experience in document control, records management, administration, or team coordination.
- Strong organisational and workload management skills.
- Experience supervising, supporting, or mentoring team members.
- Excellent attention to detail and commitment to quality.
- Experience conducting quality assurance reviews and audits.
- Proficient in data entry and maintaining data accuracy.
- Strong communication and interpersonal skills.
- Ability to work to strict deadlines and manage competing priorities.
- Experience using document management systems, SAP DMS, DocuShare, or similar platforms is desirable.
- Understanding of ITAR, EAR, or regulated working environments is advantageous.
Key Competencies
- Leadership and team support
- Planning and organisation
- Quality focus
- Problem-solving and decision-making
- Data integrity and accuracy
- Customer focus
- Accountability
- Confidentiality and professionalism
- Continuous improvement mindset
- Effective communication
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