Documentation Analyst

Description

Job Summary: Support the Group’s document management activities, ensuring traceability, compliance, and timely delivery under the guidance of the Document Management team. Key Highlights: 1. Document management and file organization 2. Status and pending items monitoring 3. Application of best practices for confidentiality and LGPD **Position Objective** Support the Group’s document management operations by ensuring correct registration, organization, posting, and tracking of documents on client portals and internal repositories, guaranteeing traceability, compliance, and adherence to deadlines, under the guidance of the Document Management team. **Main Responsibilities** * Post/submit documents on client portals, recording protocols and proof of submission. * Monitor status and pending items, updating controls and spreadsheets with priority indicators. * Request documents from internal departments (Administration and Construction), 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 teams and partners on step-by-step document submission procedures based on existing guidelines and templates. * Support document standardization by verifying mandatory fields, templates, and information consistency. * Apply best practices for confidentiality and internal LGPD procedures, reporting questions or incidents to the responsible person. **Requirements** * Completed or ongoing undergraduate degree in Document Management Technology, Business Administration, Quality Management, Administration, Archival Science, Library Science, or related fields. * Experience or internship in administrative/documentary routines, deadline tracking, 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 volumes. * **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 teams, 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 frequent changes. **Technical Knowledge** * Excel – Intermediate * Power BI – Preferred * SharePoint and Power Platform – Preferred **Advantages** * Experience with third-party portals (clients and suppliers). * Familiarity with Bernhoeft portals and routines. * Practical understanding of LGPD applied to daily documentation activities.