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Document Indexer Specialist

Company: Confidential Location: New York
Industry: Administrative / Clerical City/Region: Queens
Commitment: Full Time Contract Type: Contract
Practice Area: Administrative Compensation: Competitive Compensation
Education: Undergraduate Degree

Document Indexer Specialist

Project Overview

This role will provide site administrative support for Operations at a Power Plant in Astoria Queens.  This plant is a busy commercial operation and is one of the cleanest, most efficient plants that sustains the power demands New York City and its boroughs.

This role requires a self-starter that is motivated and well organized with a positive attitude and the ability to provide administrative, office support and document support in a challenging and fast paced environment of energy.

Job Functions & Responsibilities

  • Update documents and store on a SharePoint application
  • Work with different Document systems to upload and to create a document management form that will embed appropriate metadata, and other information that will make document management process as seamless as possible.
  • File, log, track and update spreadsheets for a variety of Safety, Environmental, Operations and Maintenance documents and reports.
  • Partner and network with other  administrative support personnel in order to collaborate, obtain information, solve problems and get things done.
  • Handle sensitive and/or confidential documents and information.
  • Understand taxonomies and facets, and their role in improving search retrieval precision.
  • Keep an accurate up-to-date calendar for Senior Manager. Schedule travel and important daily meetings including independently determining priority for conflicting schedules.
  • Screen and respond to phone calls and email as appropriate.
  • Coordinate Department meeting arrangements including agendas, notes and follow-up.
  • Generate reports, handle multiple projects, and prepare and monitor various reports.
  • Close work orders in Maximo and IBM Computerized Maintenance Management system.
  • Enter labor hours into work orders
  • Scan, upload and create links for work orders and other documents in Maximo, Share Point, and network drives.
  • Maintain Share Point web site for region
  • Schedule meetings and site visits, as needed.
  • Track all progress in centralized data management tool, and provided regional progress reports as needed.


  • Advanced Degree
  • Excellent Word skills and thorough understanding of the Microsoft office suite.
  • SharePoint design and management skills
  • Experience with an Enterprise Content Management System/Records Management System; proficient with Open Text Content Server (formerly Livelink).
  • Knowledge of a variety of different document types and formats, including Engineering reports and legal documents.
  • Strong Graphic styles, the ability to create word documents that are polished and easy to read, attention to type faces and spacing.
  • Ability to successfully prioritize work on multiple tasks.
  • Excellent communication and interpersonal skills.
  • SharePoint  technical skills and proficiency is a must have skill
  • Experience with an Enterprise Content Management System/Records is desirable
  • Strong technical skills and including proficiency with MS Excel, Word, and PowerPoint.
  • Knowledge of Maximo and SAP preferred
  • Excellent oral and written communication skills.
  • Proven working experience in administrative support
  • Self-motivated and well-organized with a positive attitude towards challenges and the ability to set and meet deadlines
  • Ability to work with sound judgment to successfully prioritize multiple tasks
  • Enthusiasm to participate in and support  an operations team in a fast paced environment

Education and Certifications

  • A Bachelor’s degree from an accredited college is preferred.
  •  In lieu of degree, minimum of 5 years of secretarial experience in progressively demanding environment and High School Diploma or equivalency, two year degree. 5-8 plus year of proven administrative and office support.

Work Schedule

Monday through Friday

8 hour work day

Paid for time worked only; there are no paid holidays, vacation or sick days

Overtime is not permitted unless authorized in advanced.

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