Document Scanning Specialist

Document Scanning Specialist
Coppell, TX (onsite)
12-month contract (temp to hire)
M-F (8:00 AM - 5:00 PM)

Overview

Performs operations functions involving high-volume copying, production, sorting, mailing, bindery, document preparation, scanning, and imaging. Handles shipping and receiving, mail and fax distribution, copier maintenance, and other office and building support functions. Prepares mortgage documents for imaging and scanning, ensuring accuracy, proper organization, and confidentiality.

Responsibilities

• Operates high-volume duplicating, production, sorting, mailing, scanning, and bindery equipment and performs associated copying, binding, and finishing tasks.

• Prepares mortgage documents for scanning by sorting them by department, including Foreclosure, Bankruptcy, and other processing areas.

• Attaches appropriate cover sheets and removes staples, paper clips, sticky notes, and creases to ensure documents are scan-ready.

• Organizes documents in the correct order, identifies and separates batches, and performs quality checks.

• Checks convenience copiers daily for proper operation and quality, clears paper jams, performs basic troubleshooting, and reports equipment issues to technicians.

• Sets up equipment as required, including adding toner and stocking paper.

• Performs document scanning, imaging, filing, purging, and archiving.

• Ships and receives materials and supplies; sorts, distributes, and handles incoming and outgoing mail and faxes and applies necessary postage.

• Maintains records for management reports, supply inventories, daily meter readings, service logs, and job logs.

• Calculates charges for completed jobs, maintains logs, and generates reports as required.

• Distributes office supplies, mail, and fax transmissions to company personnel or designated locations.

• Responds to customer questions regarding job status and feasibility and coordinates required service calls.

• Delivers completed jobs to designated customer locations within and outside the site.

• Maintains clean, organized, and well-stocked copier areas.

• May perform temporary or occasional reception duties, including greeting visitors, answering and transferring calls, and providing customer service.

• May perform meeting and conference room setup, building occupant moves, light maintenance, cleaning, housekeeping, hospitality, call center, and other building support duties.

• May perform shipping, receiving, and dock work in a mailroom environment.

• May travel between customer buildings and work overtime, nights, weekends, or respond to off-hour emergencies as required.

• Uses equipment such as shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, copiers, calculators, fax machines, postage meters, and computers.

• Understands the Ricoh Services Portfolio and Technology and ensures data for Ricoh MOR, SPG, and job logs are captured.

• Performs other duties as assigned.

Requirements

• High school diploma or GED and 1–2 years of related work experience.

• Some related copy job experience preferred.

• Basic computer skills, including proficiency in Microsoft Office Suite and familiarity with Microsoft Outlook, Microsoft Edge, Google Chrome, and Slack.

• Strong attention to detail when preparing, sorting, organizing, and checking documents.

• Ability to handle sensitive mortgage documents accurately and confidentially.

• Ability to work independently and flexibly to complete projects and follow established procedures.

• Strong time management, organizational, troubleshooting, and problem-solving skills.

• Excellent customer relations and verbal communication skills.

• Working knowledge of copiers and related equipment and repair preferred.

• Basic electronics knowledge preferred.

• Knowledge of shipping and receiving procedures preferred.

• Ability to select appropriate packing methods and materials and verify incoming materials against packing slips.

• Ability to understand mail delivery instructions and read technical information, including manuals, parts books, and related publications.

• Ability to use standard office, scanning, copying, and production equipment.

• Ability to lift up to 50 lbs.

• Minimal standing and walking required.

• A driver's license is not required for this assignment.

• Ability to work occasional overtime, nights, weekends, or off-hour emergencies as required.