Document management specialist

Professional Knowledge

1. Basic Knowledge of Archives Management
   Understand the standards for corporate document filing, rules for document classification, rules for archive numbering, and binding standards for volumes. Master the entire process of document collection, filing, storage, borrowing, and destruction in accordance with regulations.

2. Document Security Management Knowledge
   Be familiar with electronic file backup, encryption, and hierarchical permission management. Understand the basic protective requirements for storing paper archives (such as moisture-proofing, fire prevention, dust prevention, and loss prevention, as well as basic knowledge of warehouse management).

3. Digital Archiving Knowledge
   Master the basic methods for scanning paper documents, electronic data entry, image archiving, and backup and off-site retention of electronic archives, achieving synchronized paper and electronic document management.

4. Understanding of Systems and Processes
   Understand the administrative management system of the enterprise, the document management process, and the approval process for document borrowing, and strictly follow the system to carry out daily work.

5. Basic Information Management Knowledge
   Understand document version control, the sorting of expired documents, and the identification of invalid materials to ensure the document repository is concise, effective, and complete.

Business Skill

1. Document Organization Skills
   Proficient in collecting, classifying, binding, numbering, archiving, and storing paper documents; capable of organizing scattered materials and standardizing the sequence and format of documents.

2. Office Software Proficiency
   Expert in editing and processing Word, Excel, and PDF files; skilled in compressing, converting formats, and standardizing file naming conventions.

3. Online System Operation Skills
   Able to proficiently operate document libraries, online archive management systems, cloud drives, and shared office platforms to complete tasks such as file uploading, permission settings, database classification, retrieval updates, and version management.

4. Attention to Detail + Execution Ability
   Work with meticulous care, ensuring zero omissions or misfiling of documents; organized in approach, able to complete regular archiving and ledger updates on time.

5. Data Confidentiality Skills
   Possess a strong sense of confidentiality, strictly control internal business documents, and prevent leaks, unauthorized copying, or casual sharing.

6. Retrieval and Coordination Skills
   Capable of quickly establishing file retrieval directories and ledgers for easy access by various departments; coordinate the simultaneous updating of both paper and electronic documents to ensure consistency in information.

Other Requirements

Preferred :

1. Experience in managing archives/documents for enterprises, Chinese-funded enterprises, and administrative units;

2. Experience in using enterprise-level document management systems and collaborative office platforms;

3. Hold certificates related to archive management and secretarial professions;

4. Understand the enterprise business process