Back Office Team Leader

Location: Bangalore - SDR Tower, Whitefield
Department: Operations / Records Management

Job Summary:

We are looking for a detail-oriented and process-driven Team Leader to handle end-to-end physical document lifecycle management. The role involves document inwarding, coordination with scanning and storage vendors, inventory management, and timely closure of service requests while adhering to defined TATs and compliance standards.

Key Responsibilities:

1. Document Inward & Indexing

• Receive physical documents from branches and stakeholders

• Accurately inward documents into the system with proper indexing and references

• Ensure correct tagging of document types (Docket, PDD, OTC, Tranche, etc.)

• Identify and report discrepancies or incomplete documentation on the same day

2. Scanning Coordination

• Coordinate with scanning vendors for document digitization

• Track document handover and ensure proper acknowledgments

• Verify completeness of scanned documents before closure

• Escalate any scanning-related issues in a timely manner

3. Document Acknowledgement

• Perform document checks based on defined checklists

• Record all acknowledgments accurately in the system

• Highlight and report deviations or exceptions

4. Dispatch & Storage Coordination

• Prepare and dispatch documents to storage vendors as per guidelines

• Ensure proper handover and obtain confirmation receipts

• Coordinate for safe warehousing of records

5. Inventory Management

• Maintain accurate records of in-house and stored documents

• Conduct monthly inventory reconciliation (physical vs system)

• Analyze and report variances with root cause

6. Service Request (SR) Handling

• Manage requests for document retrieval, review, or movement

• Ensure all service requests are completed within defined TATs

• Provide timely status updates to stakeholders

7. Document Tracking & Follow-ups

• Track issued documents and maintain movement logs

• Obtain periodic confirmations from stakeholders

• Follow up for pending or overdue document returns

8. Refiling & Closure

• Ensure documents are refiled correctly after usage

• Update system records and confirm closure within TAT

• Maintain proper indexing and storage accuracy

Compliance & Governance:

• Ensure strict confidentiality and security of documents

• Adhere to data protection and information security guidelines

• Immediately report any document loss, damage, or breach

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 6+ years Experience.