Documentation Analyst

Description

Job Summary: Support the Group's document management, ensuring organization, posting, and tracking of documents on portals and repositories, guaranteeing traceability and compliance. Key Highlights: 1. Document management and organization on customer and internal portals 2. Monitoring of status and deadlines with a focus on compliance 3. Support in standardization and best practices for confidentiality **Job Purpose** Support the Group's document management operations, ensuring accurate registration, organization, posting, and tracking of documents on customer portals and internal repositories, guaranteeing traceability, compliance, and deadline adherence, under the guidance of the Document Management team. **Main Responsibilities** * Post/submit documents on customer portals, recording protocols and proof of submission. * Monitor status and pending items, updating controls and spreadsheets, flagging priorities. * Follow up with internal departments (administration and construction sites) for required documents, using checklists and defined deadlines, escalating delays when necessary. * Organize and maintain document repositories (SharePoint/Fluig), ensuring standardized naming conventions, version control, indexing, and traceability. * Support follow-up meetings by preparing agendas, updating status, recording minutes, and action plans. * Guide construction sites and partners on the step-by-step process for document submission, based on existing procedures and templates. * Support document standardization by verifying mandatory fields, templates, and data consistency. * Apply confidentiality best practices and internal LGPD procedures, reporting questions or incidents to the responsible party. **Requirements** * Completed or ongoing degree in Documentation Management Technology, Business Administration, Quality Management, Administration, Archival Science, Library Science, or related fields. * Experience or internship in administrative/documentary routines, deadline management, and file organization. * Basic knowledge of SharePoint, Fluig, or similar repositories. * Microsoft Office Suite (Excel and Word – intermediate level preferred). * Strong communication skills, organizational ability, attention to detail, and discipline for control-oriented routines. **Behavioral Competencies** * **Organization and execution discipline:** Ability to rigorously manage deadlines, versions, protocols, and pending items, even under high workload volume. * **Attention to detail and compliance mindset:** Careful handling of data entry, attachments, naming conventions, client-specific criteria, and personal data processing. * **Objective and assertive communication:** Ability to clearly and tactfully request and align information with internal departments, construction sites, and partners. * **Proactivity with prioritization sense:** Anticipate risks, identify critical issues, and escalate tasks at the appropriate time. * **Resilience and emotional stability:** Maintain quality and delivery pace in high-pressure environments with constant change. **Technical Knowledge** * Excel – Intermediate * Power BI – Preferred * SharePoint and Power Platform – Preferred **Differentiators** * Experience with third-party portals (customers and suppliers). * Familiarity with Bernhoeft portals and routines. * Practical understanding of LGPD applied to document management routines.