Document Scanning Operator

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Typical Work Schedule: Monday–Friday | 9:00AM - 6:00PM

Description

If you enjoy structured work, repetitive tasks, and working behind the scenes to keep operations moving, this role is for you. As a Document Scanning Operator, you'll support document preparation, scanning, indexing, and records management activities while helping preserve important business records.

This role also serves as a cross-trained team member, providing reception/concierge coverage and light facilities support as operational needs require.

Why This Role Matters

Your work ensures physical records are accurately converted into organized digital files that support business continuity and accessibility.

What You'll Do

Mail & Document Operations

• Receive, sort, and track incoming mail and packages using chain-of-custody systems
• Process outgoing mail and shipments
• Notify employees of deliveries and respond to mail and package inquiries
• Distribute mail, packages, and office materials to company personnel

Business Service Center & Equipment Support

• Operate and maintain multifunction devices (MFDs), including replenishing toner and paper
• Support copy/print requests and submit service tickets when needed
• Maintain an organized and professional Business Service Center

Office & Hospitality Support

• Monitor, replenish, and order office supplies
• Restock pantry, kitchen, conference, and meeting areas
• Assist with meeting room setups and office moves
• Perform light maintenance and cleaning duties as needed

Client Service & Cross-Functional Support

• Deliver exceptional customer service and build positive relationships with employees and internal teams
• Handle sensitive matters with professionalism and discretion
• Provide reception or concierge coverage as needed
• Cross train backup personnel on procedures and support additional operational needs during downtime

What You Bring

• Strong attention to detail and accuracy
• Ability to perform repetitive work in a fast-paced environment
• Strong organizational and time management skills
• Basic computer proficiency, including Microsoft Office
• Ability to work independently and adapt to changing priorities
• Experience with document imaging, records management, or shipping/receiving is a plus

Qualifications

• High School Diploma or equivalent required
• 1+ years of related experience preferred
• Ability to learn document management systems and site procedures
• Must follow onsite security policies, including restrictions on phones and imaging devices on active work floors

Physical Requirements

• Ability to lift and move boxes/packages up to 40–60 lbs. using appropriate equipment
• Ability to stand, walk, bend, kneel, and sit for extended periods
• Manual dexterity required for operating scanners and office equipment

Travel: None or Negligible

Other Duties: Responsibilities may change based on operational needs.

What We Offer

• Career growth opportunities and skill development
• Learning and development programs
• Employee recognition programs
• Benefits including medical, dental, vision, HSA, 401(k) matching, life insurance, paid time off, and employee assistance programs