Document Management Specialist

Job Description

Job Description

Position Summary

The Document Management Specialist is responsible for receiving, organizing, processing, and maintaining client documents in a timely and accurate manner. This is a detail-intensive role that supports the firm's accounting and tax teams by ensuring client information is properly scanned, saved, entered, and accessible. The ideal candidate is highly organized, comfortable with high-volume document processing, and consistent in following established procedures.

Key Responsibilities

· Receive and process incoming client and tax documents delivered electronically and in person.

· Organize, scan, name, save, and file client documents accurately and in a timely manner.

· Maintain organized electronic client files and follow established document-management procedures.

· Review documents for completeness and appropriate placement before routing or filing.

· Perform accurate client data entry and update client records as needed.

· Set up new clients in tax software and maintain accurate client information.

· Assist with client engagement letters and related document tracking as needed.

· Coordinate with administrative, tax, and accounting team members to ensure documents are available when needed.

· Help identify missing, incomplete, or improperly filed documentation and follow established procedures for resolution.

· Maintain confidentiality and exercise care when handling sensitive client and financial information.

· Support document-management workflow during high-volume and tax-season periods.

· Provide additional administrative support and perform other duties as assigned.

Qualifications

· Previous document management, records, data entry, administrative, or professional office experience preferred.

· Exceptional attention to detail and accuracy.

· Strong organizational and file-management skills.

· Ability to work efficiently with a high volume of documents and repetitive processes without sacrificing accuracy.

· Strong follow-through and ability to manage deadlines and competing priorities.

· Proficiency with Microsoft Office, including Word, Excel, and Outlook.

· Comfort learning tax software, document-management systems, and firm-specific technology.

· Ability to handle confidential client and financial information with discretion.

· Dependable and punctual with a strong work ethic.

· Ability to work effectively and collaboratively in a team environment.

· Experience in an accounting, tax, financial, legal, or other document-intensive professional environment is a plus.