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Documentation Assistant

3 weeks ago

Mylapore Chennai Tamil Nadu, India Mediscan system Full time

A documentation assistant supports an organization by managing, organizing, and processing various documents, which can range from legal or export-related paperwork to internal project files and electronic records.
- Key responsibilities often include filing, tracking, retrieving documents, ensuring accuracy and compliance, and coordinating production and distribution. The role requires strong organizational, communication, and computer skills, and the specific duties vary significantly depending on the industry, such as international trade, logistics, or government.
- Key Responsibilities
- Document Preparation & Verification: Preparing, reviewing, and verifying documents for various purposes, such as legal compliance, customs declarations, or internal records.
- Filing & Organization: Establishing and maintaining organized physical and electronic filing systems for easy retrieval and tracking.
- Scanning & Digitization: Converting physical documents into electronic formats, including scanning and photocopying.
- Record Keeping: Maintaining accurate records of transactions, document statuses, and other important information.
- Coordination: Working with colleagues, shipping agencies, and other departments to coordinate the production, distribution, and shipment of documents and materials.
- Compliance & Quality Control: Ensuring documents meet requirements, adhere to legal regulations, and are accurate and timely.
- Information Retrieval: Setting up systems and retrieving documents as needed for projects or other requests.
- Communication: Communicating with internal teams and external stakeholders to clarify instructions and resolve queries regarding document content or status. Skills & Qualifications
- Organizational Skills: The ability to manage multiple documents, tasks, and priorities efficiently.
- Attention to Detail: A strong focus on accuracy, especially when dealing with legal, financial, or international trade documents.
- Computer Proficiency: Expertise with Microsoft Office suite and other relevant software, including document management systems.
- Communication Skills: Good interpersonal and communication skills for interacting with colleagues and external partners.
- Process Orientation: The ability to follow and improve established processes for document management and workflow. Industry Variations The role of a documentation assistant can differ based on the sector:

- International Trade/Logistics: Focuses on preparing and verifying export/import documentation, customs declarations, and coordinating with shipping agencies.
- Government/Non-Profit: Involves managing official records, coordinating document production and distribution, and ensuring electronic filing of reports and publications.
- Corporate/Project Management: May involve managing project documents, monitoring approvals, and ensuring accurate record-keeping for project lifecycle management.

Pay: ₹8,885.11 - ₹21,662.48 per month

**Benefits**:

- Food provided

Work Location: In person