Document Conversion Project Coordinator [Lacey, WA] - DCPC 0915 RG#02

Job Description

Job Description

Document Conversion Project Coordinator

Location: Lacey, WA
Work Arrangement: 100% Onsite – No Remote Work
Schedule: Full-Time, Monday–Friday, between 7:00 AM–5:00 PM
Duration: Project-Based / Contract Position

Position Overview

We are seeking a hands-on Document Conversion Project Coordinator to oversee the daily operations of a large-scale onsite document digitization project.

This is an administrative project coordination and office operations role , rather than a senior IT Project Manager position. The successful candidate will organize people, documents, production workflows, quality-control activities, and stakeholder communication while also participating directly in document preparation, scanning, indexing, and QA when needed.

The project involves the conversion of a high volume of physical records into organized digital files through document preparation, scanning, OCR, indexing, file naming, quality review, secure file transfer, and electronic records management.

The Project Coordinator will serve as the onsite working lead , ensuring the document-processing team remains productive, organized, accurate, and aligned with established project requirements.

Key Responsibilities

• Serve as the primary onsite coordinator for day-to-day document conversion activities.
• Organize and oversee the workflow of document scanning and records-processing staff.
• Participate in project kickoff activities and help establish workspace, equipment, procedures, responsibilities, and production expectations.
• Coordinate the receipt, staging, preparation, scanning, indexing, QA, and completion of document batches.
• Establish an efficient production workflow to prevent documents from being lost, mixed, incorrectly indexed, or processed out of sequence.
• Track daily and weekly scanning volumes and overall project progress.
• Assign and prioritize document batches for team members.
• Monitor productivity, accuracy, backlog, completed volume, QA exceptions, and rework.
• Ensure staff follow established document identification, indexing, and digital file-naming procedures.
• Verify proper document preparation, including removal of bindings and fasteners, repair of damaged documents, page orientation, and maintenance of individual document groups.
• Ensure separator sheets contain the required identifying information and document type.
• Oversee compliance with scanning requirements, including minimum 300 DPI, auto-color detection, full-text OCR, and multi-page PDF output .
• Ensure digital files are accurately named according to established naming conventions.
• Coordinate questions and obtain clarification when document identifiers, indexing information, or processing instructions are unclear.
• Perform spot checks and quality reviews to ensure documents are legible, correctly oriented, completely captured, and accurately indexed.
• Ensure completed documents are uploaded to designated secure locations for quality review and subsequently transferred into the applicable electronic records-management system following approval.
• Maintain production logs, issue logs, QA/rework tracking, and other project documentation.
• Identify workflow bottlenecks and redistribute work to maintain productivity and production targets.
• Escalate document, equipment, staffing, or quality issues promptly.
• Coordinate workspace and equipment requirements with appropriate stakeholders.
• Prepare and provide weekly project status updates as required.
• Maintain professional communication with client representatives and internal management.
• Ensure appropriate confidentiality, security, and handling of sensitive records.
• Personally perform document preparation, scanning, indexing, and QA activities when necessary to support production goals.
• Support other administrative and operational activities related to the document conversion project.

Required Qualifications

• High school diploma or equivalent required.
• Associate's or bachelor's degree preferred but not required .
• 3+ years of experience in administrative operations, office management, document/records management, project coordination, document conversion, or a related field.
• Previous experience coordinating staff, workflows, production activities, or administrative projects.
• Strong organizational and time-management skills.
• Excellent attention to detail and commitment to quality.
• Ability to manage a high-volume, deadline-driven production environment.
• Experience tracking production metrics and preparing concise status reports.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Excel, Word, Outlook, and Windows file management .
• Ability to learn document scanning, OCR, document-management, and records-management technologies.
• Willingness to function as a working lead and personally perform document-processing activities rather than solely supervising staff.
• Ability to work 100% onsite in Lacey, WA during required business hours.

Preferred Qualifications

Experience in one or more of the following areas is highly preferred:

• Document imaging
• Records conversion
• Records management
• High-volume scanning operations
• Government or regulated records
• Electronic document management systems
• OCR technology
• Adobe Acrobat/PDF tools
• Quality assurance and quality control
• Workflow coordination
• Production tracking
• Office administration
• Project administration