Operations Coordinator

The Operations Coordinator will manage daily physical and digital archiving, overseeing administration, scanning, logistics, intake, retrieval, and destruction. The role ensures efficiency, compliance, timely completion, and supports process optimization.

Duties and Responsibilities:

• Coordinate daily workflows across physical and digital archiving operations.
• Supervise document intake, storage, retrieval, and destruction processes.
• Ensure efficient and accurate scanning and digitization of physical documents.
• Develop, maintain, and improve Standard Operating Procedures (SOPs) for archiving and logistics.
• Ensure compliance with data protection regulations and internal policies.
• Monitor team performance and report metrics to senior management.
• Manage operations team schedules and provide guidance in case of issues or delays.
• Assist in training, coaching, and development of team members.
• Act as the point of contact for client inquiries related to document retrieval, destruction, and archiving.
• Oversee inventory of materials and manage logistics for document deliveries and pickups.
• Ensure compliance with health and safety regulations during document handling.
• Assist with technology integration and troubleshooting document management systems.
• Conduct regular quality checks on both physical and digital archives.
• Prepare operational reports, tracking KPIs such as document scanning and retrieval requests.

Experience and Qualifications:

• Education: Bachelor’s degree in Operations Management, Business Administration, or a related field preferred, but not mandatory.
• Experience: 2-3 years in a similar role, ideally within an archiving, logistics, or records management environment (preferred but not required).
• Technical Skills:
  • Familiarity with document management systems (DMS) and related software tools is an asset.
  • Proficiency in MS Office (Word, Excel, PowerPoint).
  • Experience managing digital file formats such as PDF, TIFF, etc.
• Core Competencies:
  • Strong organizational and multitasking abilities.
  • Excellent communication and interpersonal skills.
  • Attention to detail and high standards of accuracy.
  • Ability to work independently and lead a team.
  • Strong problem-solving skills to resolve operational challenges.
• Additional Requirements:
  • Valid driver’s license preferred for coordinating logistics.
  • Flexibility to work in a fast-paced environment and adapt to changing needs.