Document Scanning & DMS Upload Operator
Skills
About This Role
Role Summary
- Responsible for accurate receipt, verification, scanning, and digital archiving of physical transaction files received from TFD Staff
- Ensures all documents are correctly processed and uploaded to the Document Management System (DMS)
- Returns all files to TFD Staff in good order upon completion
- Maintains strict compliance with established procedures and quality standards
Document Receipt & Scanning
- Receive physical files and printed activity report from TFD Staff
- Count and verify received files against the activity report
- Acknowledge receipt by signing the printed activity report
- Report any file count discrepancies to TFD Staff via email before proceeding
- Sort received files by product type as per the activity report
- Extract relevant documents for each transaction event
- Scan extracted documents using designated scanning equipment
- Review scanned images for correct sequence, clarity, legibility, and orientation
- Ensure correct page sequencing and that scanned order matches physical document order
- Return extracted documents to the original file in correct sequence immediately after scanning
Document Upload on DMS
- Log in to the Document Management System (DMS) using assigned credentials
- Navigate to the correct product type and select the appropriate event folder (life assurance, amendments)
- Enter required transaction details accurately in DMS
- Verify entered data and scanned images before saving
- Save scanned documents in the correct event folder within DMS
- Mark the corresponding entry on the printed activity report as completed
- Return scanned physical files to TFD Staff after batch completion
Soft Skills
- Well-organized with the ability to manage and prioritize multiple tasks within a batch
- Good interpersonal and communication skills for effective coordination with TFD Staff
- Ability to work under pressure and meet deadlines in a fast-paced environment
- Honest and trustworthy in handling confidential and sensitive documents
- Team-oriented with a cooperative and professional attitude
Education & Qualifications
- Minimum: High School Certificate / Secondary School Leaving Certificate
- Preferred: Diploma or equivalent in Business Administration, Records Management, Information Management, or a related field
- Any certification in Document Management, Data Entry, or Office Administration is an advantage
Key Competencies & Requirements
- Attention to detail and high accuracy in all tasks
- Proficiency with scanning equipment and DMS platforms
- Basic computer and data entry skills
- Ability to identify and escalate discrepancies promptly
- Organized and methodical working approach
- Strict adherence to document handling procedures
- Maintain confidentiality of all processed files
- Timely and accurate completion of assigned batches
- Proactive communication of issues to TFD Staff
- Zero tolerance for misfiling or sequencing e
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