Archived listing. The details below describe a past opening.
JOB SUMMARY
The purpose of this Job Description is to establish and define the authority, accountability, reporting relationships, responsibilities, duties, and measures of performance of the Data Storage Coordinator. The basic function of the Data Storage Coordinator is to receive a work order from a customer or customer representative, schedule pick up and delivery times, capture the proper rates for the customer and promptly and accurately invoice them.
REPORTING RELATIONSHIPS
The Data Storage Coordinator reports to, and is accountable to Records Management Client Services Manager.
ESSENTIAL FUNCTIONS
The Data Storage Coordinator is selected and appointed by the Records Management Client Services Manager after consultation with the Chief Executive Officer. He/She will be delegated the authority required to successfully accomplish all of the duties and responsibilities of this position.
Authority to organize and coordinate work assignments. Analyzes problems and recommend corrective actions to the proper level of management to improve quality, productivity, safety and housekeeping.
Ensure that customer or customer representative’s orders are processed in a timely and professional manner, all required regulations are adhered to, essential communications to Dispatchers or Sales when required, Warehouse personnel and the customer are completed and confirmed, all documents are correctly processed, disseminated and filed. Invoicing must be accurately completed within the proper timeframe and that the retrieval or refile process, whether it involves files or boxed records, has been a pleasant experience and the customer would recommend our services to others in the future.
Adheres to the Company’s safety policies.
DUTIES AND RESPONSIBILITIES
General Responsibilities
- Creating and maintaining a work environment that shows concern for the other personnel assigned to the area.
- Making it understood that THE CUSTOMER IS OUR FIRST PRIORITY and that each employee is here to support that priority.
- Assist in attaining the goals and objectivities of the Company.
- Ensures cleanliness and safety of all work areas.
- Dresses in an approved and appropriate business casual manner. To further clarify refer to the Employee Manual.
- In case of accident or injury follows proper procedures.
- Successfully build a "Team" atmosphere by working as a team player not an individual.
Data Storage Responsibilities
- Create work orders for Record Management customers.
- Create work orders on a daily basis for shredding.
- Coordinates paperwork for "Office Purges" with the Data Storage warehouse.
- Creates work orders to pull "Tapes" as required.
- Completes "Change Orders" or "Stat Orders" as required by customers on a daily basis.
- Ensure that all changes to the shredder schedule are clearly noted and the appropriate personnel have been notified including the Dispatcher.
- Process work order and paper work for walk in customers.
- Maintain all required data records.
- Assign Destruction Bins to customer locations. Ensure they are located to meet the customer’s requirements.
- Develop and implement a schedule for on site shredding.
- Supervise, monitor and provide guidance to temporary employees assigned to data entry.
- Ensure that new client’s accounts are properly set up and maintained.
- Submits reports as required in a timely manner.
- Completes all filing daily.
- Fax and receive faxes as necessary.
- Provide support to Accounts Receivable promptly and professionally.
- Provide superior levels of service to all customers.
- Other duties and tasks that may be assigned to him/her from time to time by the General Manger Customer Coordination and/or the Chief Operations Officer.
MEASURES OF PERFORMANCE
The Data Storage Coordinator shall be deemed to be performing in an acceptable manner when the following have been accomplished:
- That the assigned office areas have been operating in a safe, clean and productive manner.
- That he/she has been properly trained and crossed trained in all Data Storage Coordinator functions.
- Follows the instructions/requests of the Records Management Client Services Manager, Chief Operations Officer and Chief Executive Officer.
- Meets and/or exceeds company attendance requirements.
- Meets and/or exceed the Company’s goals and objectives in quality and productivity.
- Works to insure that the pick up, delivery and invoicing of all services meets or exceeds established deadlines.
- Maintains an outstanding degree of cooperation, communication and coordination with and between all departments and companies at the facility.
- Constantly Striving For Total Customer Satisfaction.
- All Company Policies and Procedures have been adhered too.
Qualifications
JOB REQUIREMENTS
To perform this job successfully, an individual must be able to complete all areas outlined for this position in a satisfactory manner. The requirements listed below are representative of the knowledge, skills, and/or abilities necessary to meet the minimum job requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
EDUCATION
Required: High School diploma
LICENSING/REGISTRATION/CERTIFICATION
Required: Valid Driver’s License.
EXPERIENCE
Required: Two (2) to five (5) years or more experience in a similar position in the document storage or destruction industry.
Preferred: Ability to calculate list of numbers, logically work through problems, work independently and make appropriate decisions, communicate effectively by telephone, keep accurate records, pay attention to details and demonstrated ability to work well and empathize with others. Must be familiar with computerized data and order entry systems, inventory control systems and invoicing systems.
PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
BODY POSITIONS: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time.
BODY MOVEMENTS: The employee must have a full range of body movements including use of hands to finger, handle, or feel objects, computer equipment and peripherals; and bending, reaching, and crouching.
BODY SENSES: Must have command of all five senses: sight, hearing, touch, smell and taste. Specific vision abilities required include close vision, depth perception, and the ability to adjust focus. Vision requirements in each area must be sufficient to shift in focus from computer screens to printed documents.
STRENGTH: Must have the ability to lift twenty five (25) pounds with regularity.
WORKING CONDITIONS
This position will be working primarily indoors with some outdoors work required from time to time. Requires the employee to be moving through all areas of the warehouse on a regular basis. From this movement, the employee will encounter varying temperatures from these areas. The normal auto travel hazards may apply to and from work. Travel maybe in all types of weather including heavy rain and below freezing temperatures with snow conditions possible.
The noise level in the work environment is usually moderate, but can be higher at times.