Document Indexing Supervisor

Field Representative II, Indexing Offsite Position Profile

The Field Representative II is responsible for oversight of a team of approximately 12+ team members within the indexing department that inspects, categorizes, classifies and catalogues documents electronically using a computer according to customer standards. This is a working role and requires the Field Representative II to complete indexing tasks as well as be available to the team for first level questions and guidance.

This role requires an overall knowledge of processes and procedures as well as training in relation to indexing documents and QC for multiple clients. This person will be responsible for the quality of 12+ Indexers and will serve as a point of escalation for errors and issues. The Field Representative II will also assist the Site Manager in investigation of client related errors and root cause analysis information.

Supports special projects and initiatives to improve processes and procedures.

• Ability to train all team members on projects that may vary depending on clients’ requirements, instructions and SLAs.
• Ensure all PTS (Production Time Sheet) are filled out correctly and provided to a manager at the end of the shift and clockify data is reviewed.
• Ensure client instructions are handed out and old instructions are collected and destroyed.
• Demonstrate QC efficiency and ensure accuracy for each client.
• Ensure each LDD/Indexing/QC individual maintains a workload capacity that is maximized.
• Demonstrate knowledge of QC (Quality Control) process.
• Answer questions from Indexers/QC individuals.
• Achieve customer satisfaction by consistently indexing, inspecting, compiling, and assembling projects accurately in a timely manner.
• Meet deadlines by working at a quick and steady pace while maintaining quality/error free work.
• Achieve Time Productive statistics by meeting standards established by the facility.
• Meet company production standards by achieving the Indexing per Hour (IPH) rate in accordance with standards established.
• Maintain optimal machine performance by correcting simple machine problems (clearing jams, refilling toner, replacing machine oil, etc.) and having a working knowledge of machine codes to report in the event of equipment failure.
• Complete all paperwork in a timely, accurate and legible manner.
• Troubleshoot problems by communicating effectively and promptly to manager.
• Prevent Indexing errors by maintaining an organized workstation.
• Satisfy customers by providing error-free work.
• Participate as a contributor of standard operating practices (SOP) and site procedure guide documentations (SPG).
• Meet company production standards by achieving the Quality Control items per hour rate in accordance to established company standards.
• Perform indexing tasks in accordance with business needs by being flexible.
• Maintain internal and external customer satisfaction by communicating in a professional manner.
• Comply with reporting requirements by completing all required paperwork.
• Demonstrate the skill set for scan to file to include quality control, e‑labeling, file folder naming and bates capture.
• Communicate problems effectively and promptly to manager.
• Perform other duties as required.
• Responsible for coordinating day‑to‑day workflow of the team.
• Assist manager in training, mentoring, and developing team members within assigned areas.
• Ensure compliance and revision of documentation/processes for internal controls and internal/external.
• Recommend new/improved procedures to improve productivity and skillful job performance.
• Develop strong working relationships and provide excellent customer service to internal customers.
• Coordinate training in accordance with department standards.
• Assist management with setting team goals, preparing exceptions, monthly metrics and other reporting as needed.
• Provide feedback/input for team member’s performance appraisals to management.
• May perform certain duties in management’s absence and other duties as assigned.
• Achieve customer satisfaction by consistently indexing documents accurately and identifying areas of opportunity for improvement.
• The position follows a Wednesday through…