Documentation Specialist

Visium Resources • Orlando, FL

2d • Onsite

About The Position

Visium Resources has been asked to identify qualified candidates for this Documentation Specialist position. This position is a contract opportunity which is expected to be on-site in the downtown Orlando area, for a duration of 2-3 months, potentially longer. Visium Resources is seeking a detail-oriented, highly organized contract professional to lead a comprehensive audit and reconciliation of original client documents held in our firm vault. This is a short-term, project-based engagement focused on creating an accurate, up-to-date inventory system, identifying and resolving missing or outdated records, and establishing a sustainable process to ensure all original documents remain secure, accounted for, and easy to locate going forward. This role requires exceptional attention to detail, strong Excel/spreadsheet skills, sound judgment, and a clear understanding of the sensitivity and confidentiality of the materials involved.

Requirements

• Exceptional attention to detail and accuracy
• Advanced proficiency in Microsoft Excel (sorting, filtering, formulas, well-structured spreadsheet design)
• Strong organizational and analytical skills
• Excellent written communication skills, including the ability to draft professional, clear correspondence
• Comfortable conducting online research to verify information (e.g., obituaries, public records, and other legitimate sources) with sound judgment about source reliability
• Demonstrated understanding of and respect for confidentiality, particularly regarding sensitive client and estate-related information
• Ability to work independently, manage a multi-step project, and meet deadlines with minimal supervision
• Trustworthy and reliable in handling irreplaceable original documents

Nice To Haves

• Prior experience in a law firm, estate planning, probate, or professional services environment
• Familiarity with document management or vault/records systems
• Experience with sensitive or confidential recordkeeping

Responsibilities

• Conduct a full physical audit of original documents currently held in the firm vault
• Create and maintain a comprehensive, well-organized Excel spreadsheet tracking every original document by client, document type, date, and vault location
• Identify discrepancies between what should be in the vault (per client files/records) and what is physically present
• Flag and document any missing original documents for follow-up
• Research and determine, using available online resources and public records, whether clients associated with vault documents have passed away
• Document findings clearly and accurately, with sources noted where applicable
• Escalate ambiguous or unconfirmed findings to firm attorneys/staff for review rather than making final determinations independently
• Draft clear, professional cover letters related to deceased clients' original documents (e.g., notifying a personal representative, executor, or family member that original documents are being held or need to be retrieved)
• Prepare and send correspondence in accordance with firm approval procedures
• Maintain a log of all correspondence sent, including recipient, date, and purpose
• Identify and help prepare replacement or missing documentation where needed, in coordination with attorneys and staff (non-legal documents)
• Ensure all prepared documents are properly labeled, filed, and ready for vault storage or client return
• Handle all original documents with strict confidentiality and care at all times
• Ensure documents are returned to secure vault storage promptly after handling; documents should not be left unattended or outside the vault beyond what's necessary for active work
• Immediately report any damaged, missing, or improperly stored documents to firm management
• Design and implement a sustainable, easy-to-follow system for tracking original documents going forward (e.g., check-in/check-out logs, periodic audit schedule, standardized labeling)
• Provide clear documentation/training materials so firm staff can maintain the system after the contract concludes
• Recommend any additional safeguards or process improvements identified during the audit
• Scan closed client files to create complete, organized electronic copies for firm records

Benefits

• Award-winning employment firm
• Mission to match talented individuals with highly successful organizations
• Equal opportunity employer
• Values diversity

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed