OneSource Virtual

Manager, Document Operations

OneSource Virtual • $70K — $95K *
US-AnywhereRemote in United States
Business Services
5 - 7 years of experience
2 weeks ago
Job Overview by Ladders

Qualifications

  • Bachelor's degree required
  • 5-7 years in operations or production support
  • Strong analytical and problem-solving skills
  • Project management experience
  • Customer service orientation
  • Process documentation skills
  • Experience with SaaS operations preferred

Responsibilities

  • Oversee daily tasks like scanning, indexing, printing, and mailroom operations
  • Maintain uptime and performance of document management systems (DMS) and related software
  • Hire, train, and manage document control staff, setting performance goals
  • Develop and implement document control procedures and standards
  • Ensure compliance with legal and internal security policies
  • Manage external vendor relationships and maintenance supplies
  • Monitor day-to-day operations and resource allocation

Benefits

  • Comprehensive health benefits including medical, dental, and vision
  • 401(k) retirement plan options
  • Opportunities for professional development and certification
  • Generous paid time off (PTO) policy
  • Flexible work arrangements and remote work options
Full Job Description
Job Summary
Document Operations Manager leads document handling, from mail/digital intake to secure storage and distribution, focusing on efficiency, compliance, and tech systems (scanners, software) while managing staff, budgets, and vendor relations to ensure smooth workflows, data accuracy, and accessibility for all users, bridging physical and digital document lifecycles.
Responsibilities
  • Workflow & Processing: Oversee daily tasks like scanning, indexing, printing, and mailroom operations, ensuring timely and accurate completion.
  • System Management: Maintain uptime and performance of document management systems (DMS), printers, scanners, and related software.
  • Team Leadership: Hire, train, and manage document control staff, setting performance goals and monitoring KPIs.
  • Strategy & Policy: Develop and implement document control procedures, standards, and tools for the organization.
  • Compliance & Security: Ensure all document handling adheres to legal, regulatory, and internal security policies.
  • Vendor & Resource Management: Manage external vendor relationships (e.g., postage, equipment) and maintain supplies (paper, ink).
  • Day-to-day operations management
  • SLA monitoring and achievement
  • Capacity planning and resource allocation
  • Incident management and escalation
  • Process optimization and efficiency improvements
  • Quality assurance and testing

Competencies

  • Technical: Proficiency with DMS software, MS Office, data analysis, and hardware (scanners, printers).
  • Leadership: Strong communication, project management, problem-solving, and team leadership skills.
  • Operational: Knowledge of organizational effectiveness, workflow optimization, and financial management.
  • Change Management: Experience leading organizations through the transition from manual to automated processes, which includes training staff and overcoming adoption resistance.
  • Project Management: Proficiency in Agile or DevOps methodologies to manage the end-to-end lifecycle of automation projects, including testing in "sandbox" environments.
  • Stakeholder Partnership: Ability to consult with C-level leaders to define ROI and identify high-impact automation opportunities.
Education/Certification Requirement
Bachelor's degree
Required
  • 5-7 years in operations or production support
  • Strong analytical and problem-solving skills
  • Project management experience
  • Customer service orientation
  • Process documentation skills
Preferred
Experience with SaaS operations

About OneSource Virtual

OneSource Virtual is a cloud-based business process outsourcing and consulting services company. The company provides services in various areas, including finance and accounting, human resources, and information technology. OneSource Virtual was founded in 2008 and is based in Dallas, Texas.
Learn more about OneSource Virtual
Size
1,000 employees
Industry
Information Technology
Founded
1990
* Ladders Estimates

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