Digital Document Specialist

CWS Apartment Homes • Newport Beach, CA

40d

About The Position

We are seeking a highly organized and detail-oriented Digital Document Specialist to support our document management, reporting, and investor portal functions. In this role, you will help convert reports into digital documents, maintain secure and compliant digital records in Laserfiche, and support investors who need assistance accessing portal materials. You'll also work closely with the programming and Investor Relations teams to streamline workflows, utilize reporting tools, and improve document processes.

Requirements

• Associate or bachelor's degree in business, information management, or related field.
• Minimum of 2 years' experience in document control, digital document management, or administrative support.
• Proficiency with MS Office, SSRS, and basic SQL Server required.
• Strong organizational, communication, and customer-service skills.
• Ability to sit for extended periods while working at a computer.
• Repetitive motion involving hands and wrists (typing, scanning, sorting).
• Visual acuity required for reviewing digital and physical documents.

Nice To Haves

• Experience with Laserfiche strongly preferred.

Responsibilities

• Organize and maintain digital records within Laserfiche.
• Digitize physical documents through scanning and indexing.
• Ensure compliance with internal policies and regulatory requirements.
• Maintain version control and audit trails for sensitive materials.
• Manage Docusign templates and forms used by the Investor Relations team.
• Provide training and support on document-management systems and procedures.
• Maintain and create SSRS reports that improve department efficiency.
• Write basic SQL queries and scripts to support the programming team.
• Produce mailing collateral for recaps, indications, and ballots.
• Explore new technologies such as Power BI to identify potential enhancements.
• Design and implement workflows that streamline digital document processing.
• Manage the upload and posting of all digital documents to the CWS Investor Portal.
• Serve as the liaison between CWS, the web host, and the web designer to resolve bugs or implement new portal features.
• Provide escalated assistance to investors with portal activation or document-signing issues.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Real Estate
• Education Level: Associate degree
• Number of Employees: 251-500 employees