Documentation Archivist (3-6 Month Contract)

SGS • Lincolnshire, IL

2d • Onsite

About The Position

We are SGS – the world's leading testing, inspection and certification company. We are recognized as the global benchmark for sustainability, quality and integrity. Our 99,600 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world.

This role involves scanning records into the Intact system, archiving records, and maintaining a filing list for records stored in an outside storage location. The Documentation Archivist will also communicate with the outside storage location supplier for archiving, retrieval, and destruction, and evaluate suppliers according to SOP QAM-213. Additionally, the role includes arranging copies of records as per C of A order (client request) and sending them to clients, ensuring time is accounted for activities to charge clients, and sending records to an approved offsite storage location upon client request. The position also requires providing Scan Packet Cover Sheets and Raw Data Cover Sheets, retrieving and re-filing records when requested, providing testing records for client and SGS personnel, and offering mutual back-up support to other team members. Processing incoming and outgoing mail, communicating in a timely manner, and attending training sessions to ensure training binders are current are also key responsibilities. The role may involve assisting with reception coverage and the preparation of courier shipments.

Requirements

• College Diploma or equivalent
• Proven record of bringing effectiveness to processes and ability to be detailed and focused on any job assigned
• Excellent organization skills and is detail oriented
• Must be able to read, understand and follow work instructions in a safe, accurate and timely manner
• Proficient in using various types of computer software (Word, Excel. PowerPoint & Outlook)
• Proven ability to manage and coordinate multiple projects in a fast-paced, highly professional environment

Responsibilities

• Scan records to Intact system
• Archive records and maintain filing list for records stored in outside storage location
• Communicate with outside storage location supplier for archiving, retrieval and destruction
• Evaluate the supplier as per SOP QAM-213 Evaluation of suppliers
• Arrange copies of records as per C of A order (client request) and send to client
• Assures time is accounted for the activities to charge clients
• Send records to an approved offsite storage location on client request
• Provide Scan Packet Cover Sheet and Raw Data Cover Sheet
• Retrieve and re-file records when requested
• Provide testing record for client and SGS personnel
• Provide mutual back-up support to other members in the team as required
• Process incoming and outgoing mail when assigned
• Communicate in a timely manner on all levels with information that is needed to make a quick decision
• Attend training sessions and ensure that training binder is current
• Have a training record for every SOP version executed; If absent during training sessions, ensure training is performed and documented
• Assist with Reception coverage as needed
• Assist with the preparation of courier shipments
• Prepare and supply the scanning cover sheets as per request

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree