Document Collector

At Vintti, we specialize in providing US businesses with staffing solutions that feel local. By connecting companies with Latin American professionals operating in compatible time zones, we ensure that work schedules align naturally with US business hours. This temporal harmony facilitates immediate response times, efficient project management, and a cohesive team dynamic regardless of physical location.

A Document Collector is responsible for gathering, organizing, and managing various types of documents and records necessary for business operations. This role involves liaising with multiple departments to ensure all required documentation is collected accurately and efficiently. Document Collectors maintain meticulous attention to detail to verify the completeness and authenticity of received documents. They also ensure that all documents are stored securely and accessible as needed, complying with organizational policies and legal requirements. Their work supports overall business functionality by ensuring proper documentation flow and record maintenance.

- High school diploma or equivalent; an associate's or bachelor's degree is preferred
- Proven experience in document management, administrative support, or a related field
- Strong attention to detail and excellent organizational skills
- Proficiency with document management software and standard office applications (e.g., MS Office Suite, Google Workspace)
- Experience with digital scanning, uploading, and indexing of documents
- Strong verbal and written communication skills
- Ability to handle and protect sensitive and confidential information
- Familiarity with regulatory requirements and company standards for document handling
- Capability to work independently and collaboratively within a team
- Time management skills to handle multiple tasks and priorities effectively
- Basic knowledge of audit processes and requirements
- Problem-solving skills to identify and address discrepancies or issues in documentation
- Reliable and trustworthy with a strong sense of integrity and professional ethics
- Physical ability to handle and organize physical documents and files
- Willingness to participate in training sessions and stay updated on changes in document management practices
- Ability to coordinate and communicate efficiently across various departments

- Review and verify incoming documents for accuracy and completeness
- Organize and categorize both physical and digital documents for efficient retrieval
- Digitally scan, upload, and index physical documents into the company database
- Maintain and update both digital and physical filing systems to ensure compliance and accessibility
- Coordinate with various departments to gather necessary and pertinent documents
- Authenticate documents to guarantee they meet company standards and regulatory requirements
- Track and update the progress of document collection activities regularly
- Prepare and deliver detailed daily reports on the status of document collections
- Handle and protect sensitive and confidential information with discretion and integrity
- Respond to internal and external requests for document retrieval promptly and accurately
- Follow up on outstanding document submissions to ensure timely collection and processing
- Participate actively in regular team meetings to discuss workflow optimizations and improvements
- Support audit processes by providing timely and accurate document retrieval
- Maintain and update document tracking spreadsheets and logs for accurate records
- Communicate any discrepancies or issues discovered during document review to the relevant supervisor or department
- Assist with the proper filing and archiving of old or inactive documents per company policies

The ideal candidate for the Document Collector role is a highly detail-oriented and meticulous individual with proven experience in document management or administrative support. They possess excellent organizational and time management skills, enabling them to effectively prioritize and handle multiple tasks. With a strong grasp of both physical and digital document handling, they are proficient in using document management software and standard office applications. The perfect candidate is proactive, able to work independently, and exhibits strong verbal and written communication abilities. They are trustworthy, capable of handling sensitive and confidential information with utmost integrity, and are well-versed in regulatory requirements and company standards for document handling. This individual is a problem solver with a keen eye for identifying discrepancies, and they communicate efficiently across various departments. A team player with a collaborative mindset, they bring a customer service-focused approach to internal and external interactions. Their persistence and diligence ensure timely follow-up on outstanding tasks, and their commitment to continuous improvement and learning keeps them abreast of evolving document management practices. They are reliable, dependable, and have the physical capability to manage tasks related to physical document handling, all while maintaining a strong work ethic and professional integrity.

- Review incoming documents for accuracy and completeness
- Organize and categorize documents for efficient retrieval
- Digitally scan and upload physical documents to the database
- Maintain both digital and physical filing systems
- Coordinate with various departments to collect necessary documents
- Verify document authenticity and compliance with company standards
- Track and update the status of document collection progress
- Prepare and deliver daily reports on document collection activities
- Handle sensitive and confidential information with discretion
- Respond to internal and external requests for document retrieval
- Follow up on outstanding document submissions
- Ensure timely collection and processing of all required documents
- Participate in regular team meetings to discuss workflow and improvements
- Provide support during audits by supplying required documents
- Update and maintain document tracking spreadsheets and logs
- Communicate any discrepancies or issues to the relevant supervisor or department
- Assist with filing and archiving old documents according to company policies

- Highly detail-oriented and meticulous
- Strong organizational and time management skills
- Proactive and able to work independently
- Excellent verbal and written communication abilities
- Trustworthy and able to handle confidential information
- Strong problem-solving and critical thinking skills
- Team player with a collaborative mindset
- Proficiency in document management software and office applications
- Efficient multitasker with the ability to manage competing priorities
- High level of integrity and professional ethics
- Persistent and diligent in following up on outstanding tasks
- Quick learner and adaptable to new processes and technologies
- Customer service-focused mindset for internal and external interactions
- Reliable and dependable with a strong work ethic
- Ability to handle physical tasks related to document management
- Commitment to continuous improvement and learning

- Competitive salary range based on experience and qualifications
- Comprehensive health benefits including medical, dental, and vision insurance
- Retirement savings plan with company match
- Paid time off (PTO) and holidays
- Work-life balance initiatives such as flexible working hours and remote work options
- Professional development opportunities and funding for relevant certifications
- Employee wellness programs including mental health resources
- Company-sponsored team-building events and outings
- Access to an employee assistance program (EAP)
- Career advancement opportunities within the organization
- Life and disability insurance coverage
- Commuter benefits and transportation assistance
- Employee discount programs for various products and services
- On-site fitness center or gym membership reimbursement
- Tuition reimbursement for approved educational programs and courses