Department: IT
Reports To: Associate Manager, Web Development and Head of IT
ROLE SUMMARY
We are looking for a detail-oriented and analytical Data Management Specialist to restructure and organize our company’s digital file system.
This role will focus on cleaning up, organizing, and standardizing shared folders to create a clear and reliable “single source of truth.” Your work will directly support daily operations and improve the accuracy of our internal AI tools by ensuring only relevant, up-to-date information is accessible.
KEY RESPONSIBILITIES
> Digital File Organization & Cleanup
– Audit and review existing shared folders
– Separate active/working files from archived/legacy documents
– Identify and remove duplicates and outdated versions
– Implement clear folder structures and naming conventions
– Migrate and reorganize high volumes of files into the new structure
> AI Data Readiness Support
– Ensure documents used by internal AI tools are accurate and up to date
– Identify and flag outdated, duplicated, or incomplete files that may affect AI outputs> Document Conversion & Standardization
– Convert Outlook (.msg) emails into searchable PDF format
– Extract and properly file email attachments into correct folders
– Ensure documents are stored in machine-readable formats (e.g., OCR PDFs, clean Word files)
– Apply consistent naming and classification standards> Cross-Department Collaboration
– Work with different departments to understand file usage
– Validate which documents are final and authoritative
– Provide guidance on proper file storage and naming practices
– Act as point of contact for document verification and cleanup> Data Governance & Sustainability
– Support long-term maintenance of a clean and structured digital repository
– Ensure no critical data is accidentally deleted during cleanup
REQUIRED SKILLS & COMPETENCIES
Technical Skills
> Strong knowledge of Windows file management and shared drives
> Experience converting files (especially .msg to PDF) and extracting attachments
> Familiarity with Adobe Acrobat, Nitro PDF, or bulk conversion tools is an advantage
> Ability to distinguish between draft, final, and obsolete documents
> Proficient in Microsoft Office (Word, Excel, Outlook)
Soft Skills
Strong analytical and problem-solving skills
> Highly structured and methodical approach
> Excellent attention to detail (zero-error mindset)
> Confident communicator with cross-department stakeholders
> Able to work independently and manage high-volume tasks
PREFERRED QUALIFICATIONS
> Experience in records management or administrative data roles
> Basic understanding of how AI or Large Language Models use structured data
APPLICATION PROCESS
Please send the following to [email protected]
– Cover letter
– Resume
– Expectations: Salary
– Availability
