Key Responsibilities and Required Skills for File Coordinator

🎯 Role Definition

This role requires a highly organized and meticulous File Coordinator to join our dynamic team. In this pivotal role, you will be the guardian of our information assets, responsible for the entire lifecycle of our physical and digital documents. You will ensure that all files are accurately managed, securely stored, and readily accessible to support our operational workflows and compliance requirements. The ideal candidate is a proactive problem-solver with a passion for order and a keen eye for detail, capable of thriving in a fast-paced environment where accuracy is paramount. This position is essential for maintaining the integrity of our data and enabling seamless collaboration across all departments.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Office Clerk
Data Entry Specialist
Receptionist

Advancement To:

Senior File Coordinator / Document Controller
Records Manager
Office Manager
Compliance Specialist

Lateral Moves:

Project Coordinator
Executive Assistant
Paralegal Assistant (in a legal setting)

Core Responsibilities

Primary Functions

Manage and maintain the complete lifecycle of physical and digital documents, including creation, revision, distribution, tracking, and archival, ensuring adherence to established protocols.
Implement and enforce company-wide document control procedures and policies to guarantee consistency, quality, and compliance across all departments.
Process, log, and meticulously track all incoming and outgoing documentation, ensuring every file is accurately recorded in the document management system.
Conduct regular quality checks and systematic audits on files and databases to ensure the accuracy, completeness, and integrity of all stored information.
Organize, classify, and index a high volume of complex documents for swift and accurate retrieval, utilizing both electronic document management systems (EDMS) and physical filing structures.
Coordinate the secure off-site storage, on-demand retrieval, and eventual destruction of archived records in strict accordance with company retention policies and legal regulations.
Act as the central point of contact for all file-related inquiries, providing timely, professional, and accurate support to internal teams and external stakeholders.
Develop, implement, and maintain logical file structures and consistent naming conventions to streamline document access and uphold an organized framework.
Facilitate the secure and confidential transfer of files between departments, clients, and third-party vendors, ensuring proper handling and chain of custody.
Digitize physical documents using high-volume scanning and OCR technology, verifying that high-quality, searchable digital copies are created and correctly indexed.
Train new employees, team members, and contractors on established filing procedures, document management software, and best practices for effective record-keeping.
Prepare, assemble, and quality-check extensive document packages, binders, and reports for critical meetings, legal proceedings, or major project deliverables.
Monitor and control document access permissions within the EDMS, ensuring that sensitive and confidential information is only accessible to authorized personnel.
Maintain a comprehensive and real-time tracking system for all controlled documents, including detailed revision history, distribution lists, and acknowledgment receipts.
Troubleshoot and resolve user-related issues with the document management system, providing first-level support and escalating complex technical problems to the IT department.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis by efficiently locating and providing relevant documentation.
Contribute to the continuous improvement of the organization's data management strategy and technology roadmap by providing user feedback and insights.
Collaborate with various business units and project managers to translate their data and documentation needs into actionable engineering and system requirements.
Participate actively in sprint planning, daily stand-ups, and other agile ceremonies as part of the broader operations or project team.
Assist project teams by establishing and maintaining project-specific filing systems and ensuring all critical project documentation remains current and organized.
Generate regular and on-demand reports on document status, file activity, system usage, and compliance metrics for management review and decision-making.
Support internal and external audit processes by efficiently gathering, organizing, and presenting requested documentation in a timely and orderly manner.

Required Skills & Competencies

Hard Skills (Technical)

Electronic Document Management Systems (EDMS): High proficiency with platforms such as SharePoint, Aconex, Procore, OpenText, or other industry-specific document control software.
Microsoft Office Suite: Advanced skills in MS Excel (for tracking, reporting, and data sorting), Word, Outlook, and Adobe Acrobat Pro for document creation and management.
Scanning and OCR Technology: Hands-on experience with high-volume scanners and Optical Character Recognition (OCR) software to digitize and index physical records accurately.
Data Entry & Typing Speed: Demonstrable speed and accuracy in data entry and typing, essential for logging and managing large volumes of information without error.
Records Management Principles: Solid understanding of records management fundamentals, including retention schedules, version control, and legally compliant disposal procedures.
Database Management: Basic familiarity with database concepts and the ability to navigate and query information systems effectively.

Soft Skills

Meticulous Attention to Detail: An exceptional ability to spot errors and inconsistencies, ensuring the highest standards of accuracy and quality in all documentation.
Organizational & Time-Management Skills: Superior ability to manage multiple priorities, organize voluminous information, and meet tight deadlines in a fast-paced setting.
Communication Skills: Clear, concise, and professional verbal and written communication skills for effective interaction with colleagues, management, and external partners.
Problem-Solving Acumen: Proactive in identifying issues, analyzing root causes, and implementing effective solutions for discrepancies or system inefficiencies.
Discretion and Confidentiality: Proven ability to handle sensitive, confidential, and proprietary information with the utmost professionalism and integrity.
Adaptability and Teamwork: Ability to work autonomously with minimal supervision while also functioning as a collaborative and supportive member of a team.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's degree.
Certification in Records Management (e.g., CRM) or a related field is a plus.

Relevant Fields of Study:

Business Administration
Information Management
Library Science
Paralegal Studies

Experience Requirements

Typical Experience Range:

2-4 years of direct experience in a document control, records management, or high-volume administrative role.

Preferred:

Prior experience working in a regulated industry such as legal, engineering, construction, pharmaceuticals, or finance is highly desirable.
Demonstrable experience in transitioning from physical to digital filing systems is a significant advantage.