• Indexing Coordinator

    Secure Records Solutions
    Job Description
    INDEXING COORDINATOR Reports To: Client Services Manager Status: Full-time Secure Records Solutions is a family-owned Document Management company specializing in Document Shredding, Scanning and Storage solutions. We’re on a mission to improve the lives of others by solving their unique problems. We approach challenges with joy and are committed to doing things the right way, even if it’s the hard way. Care to join us? We’re looking to grow our team with a highly organized and motivating Client Services Coordinator to lead our Indexing department. Responsibilities: This role is primarily responsible for the successful execution of multiple complex indexing projects leading a team of 5+ Production Associates. This position is critical for ensuring exceptional quality of service delivery for Secure Records Solutions clients. Project Management • Coordinates with Client Services Manager (CSM) to estimate, plan and execute all aspects of incoming Indexing projects; • Provides a framework for the project’s activities and identifies needed resources; • Interviews, trains and evaluates effective Production Associates; • Tracks Production Associate performance against benchmarks established by the CSM; • Creates step-by-step project plan, organizes for efficiency, schedules and oversees day-today activities, • Ensures job set-up sheet required for every project is placed in Indexing room file within 24 hours of arrival; • Codes each job by timeline (i.e. urgent or other timeline) and estimates length of project; • Utilizes timeline estimates to set priorities for completion and inform staffing decisions; • Monitors progress, evaluates performance, brings project to completion and captures lessons learned; • Leads by example drawing attention to actions that must be taken for team goals to be met; • In addition to providing leadership, participates in the indexing process demonstrating working indexing knowledge and skills: o Organizing Workflow: Staging, properly prepping, re-boxing (when necessary) and relocating inventory. o Navigating Total Recall Inventory Management Software: Creating client departments, creating/closing work orders, correcting barcode issues, scanning to locations, etc. • Anticipants potential difficulties associated with projects before they arise; • Proactively addresses issues thinking through a resolution prior to discussing with the CSM; • Models SRS values and expectations to shape others’ performance by being timely, following up thoroughly and approaching challenges with quick resolve; • Sets milestones, keeps the vision clear and the work on track, makes sure everyone on the team contributes and benefits, and mediates conflicts as they arise; • Ensures project goals are delivered on time and on budget; • Coordinates with Lead Production Associate (LPA) to ensure daily productivity logs for indexing associates are completed and accurate; • Updates project goals and timeline based on daily productivity logs provided by LPA and prepares weekly update reports for CSM; • Coordinates with LPA to manage Production Associates: scheduling, training, productivity goals and accuracy. Client Communication • Exceptional written and verbal skills with a focus on providing timely and routine project updates and communications; • Ability to review sample and scope of project thinking through areas to clarify needs and expectations with the client; • Proactive approach and demonstrated professional manner of speaking with clients; • High attention to detail and discernment of when to escalate the conversation to Client management. Quality Control • Continuously verifies work of indexers at each stage of the project addressing discrepancies proactively; • Ensure Production Associates understand and adhere to all SRS Policies & Procedures, NAID, HIPAA and client confidentiality standards; • Ensures accuracy of data entry and locations for every file and box; • Presents process that is visibly organized throughout the duration of the project. Additional Administrative responsibilities as directed by the Client Services Manager: • Process development and implementation; • Billing and invoicing through Total Recall SQL; • Client payment entry into QuickBooks; • Data entry and audits; • Software and reporting; • Technology troubleshooting; • Interface with consultative sales approach in estimating and bidding on projects. Skills: • Problem-solving skills, particularly the ability to analyze difficult situations or impasses and develop a solution; • Technical skills, specifically high proficiency in Excel with the ability to quickly learn other software applications; • Interpersonal skills, particularly the ability to communicate effectively with others – a critical aspect of internally leading the team and externally ensuring client satisfaction; 
    • Organizational skills, with the ability to create systems, stage and set-up projects, track progress and evaluate outcomes. Physical Requirements: • Ability to lift and move containers up to 40 lbs.; • Operates in warehouse and office setting adapting to, at times, very hot or cold environment; • Must pass a pre-employment background check and substance abuse screening with random drug screenings thereafter; • Capacity to stand, lift and move for long periods of time. Education and/or Experience: • Bachelor’s degree or equivalent job training in project management and administration. • Interest in Lean Six Sigma and other studies of productivity and efficiency. • Previous experience managing people and projects required. • Previous administrative experience required.
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