Job Description

Roles & Responsibilities

• Responsible for accurate receipt, verification, scanning, and digital archiving of physical transaction files received from TFD Staff

• Ensures all documents are correctly processed and uploaded to the Document Management System (DMS)

• Returns all files to TFD Staff in good order upon completion

• Maintains strict compliance with established procedures and quality standards

Document Receipt & Scanning

• Receive physical files and printed activity report from TFD Staff

• Count and verify received files against the activity report

• Acknowledge receipt by signing the printed activity report

• Report any file count discrepancies to TFD Staff via email before proceeding

• Sort received files by product type as per the activity report

• Extract relevant documents for each transaction event

• Scan extracted documents using designated scanning equipment

• Review scanned images for correct sequence, clarity, legibility, and orientation

• Ensure correct page sequencing and that scanned order matches physical document order

• Return extracted documents to the original file in correct sequence immediately after scanning

Document Upload on DMS

• Log in to the Document Management System (DMS) using assigned credentials

• Navigate to the correct product type and select the appropriate event folder (life assurance, amendments)

• Enter required transaction details accurately in DMS

• Verify entered data and scanned images before saving

• Save scanned documents in the correct event folder within DMS

• Mark the corresponding entry on the printed activity report as completed

• Return scanned physical files to TFD Staff after batch completion

Soft Skills

• Well-organized with the ability to manage and prioritize multiple tasks within a batch

• Good interpersonal and communication skills for effective coordination with TFD Staff

• Ability to work under pressure and meet deadlines in a fast-paced environment

• Honest and trustworthy in handling confidential and sensitive documents

• Team-oriented with a cooperative and professional attitude

Desired Candidate Profile

• Minimum: High School Certificate / Secondary School Leaving Certificate

• Preferred: Diploma or equivalent in Business Administration, Records Management, Information Management, or a related field

• Any certification in Document Management, Data Entry, or Office Administration is an advantage

Key Competencies & Requirements

• Attention to detail and high accuracy in all tasks

• Proficiency with scanning equipment and DMS platforms

• Basic computer and data entry skills

• Ability to identify and escalate discrepancies promptly

• Organized and methodical working approach

• Strict adherence to document handling procedures

• Maintain confidentiality of all processed files

• Timely and accurate completion of assigned batches

• Proactive communication of issues to TFD Staff