Data Entry Executive

Job Description – Document Management Executive

Role Overview:

We are looking for a responsible and detail-oriented Document Management Executive to handle company documents and records. The role involves receiving, checking, scanning, storing, tracking, and maintaining documents received from branches and other stakeholders. The candidate should ensure that all documents are properly recorded, safely stored, and updated in the system.

Key Responsibilities

1. Document Receiving & Data Entry

• Receive physical documents from branches and other teams.

• Enter document details into the system accurately.

• Properly arrange and categorize documents based on their type.

• Identify missing or incorrect documents and report them on the same day.

2. Scanning & Digitization

• Coordinate with scanning vendors to get physical documents scanned.

• Maintain records of documents handed over for scanning.

• Check scanned documents to ensure all pages are clear and complete.

• Report any scanning issues or missing pages.

3. Document Checking & Acknowledgement

• Check documents as per the given checklist.

• Update the acknowledgement details in the system.

• Identify and report any missing documents or errors.

4. Document Dispatch & Storage

• Prepare documents for dispatch to storage vendors.

• Ensure proper handover and collect confirmation receipts.

• Coordinate with storage vendors to ensure documents are safely stored.

5. Document Inventory Management

• Maintain records of all documents available in the office and at storage locations.

• Conduct monthly checks to match physical documents with system records.

• Identify and report any missing documents or differences in records.

6. Service Request Handling

• Handle requests received from teams for document retrieval, checking, or movement.

• Complete requests within the given timelines.

• Provide regular updates to the concerned teams.

7. Document Tracking & Follow-ups

• Track documents issued or handed over to different teams.

• Maintain proper records of document movement.

• Follow up with teams for documents that are pending or not returned on time.

8. Document Refiling & Closure

• Ensure documents are properly placed back after use.

• Update the system once documents are returned.

• Complete the document records and close requests within the given timelines.

Required Skills

• Basic computer knowledge.

• Basic knowledge of MS Excel and data entry.

• Good attention to detail and accuracy.

• Good communication and coordination skills.

• Ability to maintain records and follow up with different teams.

• Time management and willingness to learn.

Candidate Profile

• Education: Graduate (any stream).

• Experience: Freshers and experienced candidates can apply.

• Job Type: Full-time.

• Work Location: Chennai - Guindy

• It is a Full Time Back Office / Data Entry job for candidates with 6 months - 2 years of experience.