Records Specialist / Document Management Coordinator
Work location: Warsaw, Poland
Pay rate:
- 50 PLN p/hour on TEC
- 60 PLN p/hour on COM
Work model: Warsaw office, five days per week; eight-hour working day.
Client: A leading global entertainment company operating across film, television, streaming, and digital media. It develops, produces, and distributes a wide range of content and well-known entertainment brands to audiences worldwide.
About the role:
The team supports People & Culture records management across Poland, Germany and Central and Eastern Europe. The immediate priority is to digitise approximately 1,000 current-employee files in Poland by 31 December 2026, alongside records for former employees. Polish files are organised and ready for processing. Records received from other CEE countries, including the Czech Republic, Romania and Bulgaria, may first require auditing, sorting and preparation. The work involves handling confidential employee information, scanning and printing documents, applying the agreed A–E filing structure, checking data quality and uploading records to SharePoint using the correct taxonomy. Two or three temporary workers are expected to support the project. The target output is approximately 10–20 files per person per day. Strong performers may have an opportunity to continue supporting the wider CEE rollout from January 2027.
Responsibilities
- Audit, sort and prepare physical employee files for digitization.
- Print and scan documents accurately and efficiently.
- Check records for completeness, consistency and data quality.
- Apply the agreed A–E filing structure and naming conventions.
- Upload digitized records to SharePoint using the correct taxonomy.
- Handle current and former employee records securely and confidentially.
- Manage personal workload against daily volumes and the 31 December deadline.
- Regularly update the project team with status updates.
- Escalate missing, unclear or incorrectly filed information to the project team.
- Take ownership of allocated files and contribute to the overall delivery of the project.
Expectations:
- Fluent Polish and working proficiency in English, including communication with the wider project team.
- High attention to detail and a strong commitment to accuracy, data quality and confidentiality.
- Comfortable handling physical records and using standard printing and scanning equipment.
- Basic digital skills, with the ability to learn SharePoint processes and document taxonomy.
- Organised, reliable and able to work quickly without compromising quality.
- Proactive and able to take ownership of tasks, deadlines and outcomes.
- Available to work on-site in Warsaw five days per week.
Nice to have
- Previous experience in records management, document control, archiving or administration.
- Experience working with SharePoint or another document management system.
- Experience handling confidential employee or HR records.
- Immediately available or able to start at short notice.
Records Specialist / Document Management Coordinator · eTeam UK