Document Scanning Project Coordinator / Records Management Project Coordinator

Location: Lacey, WA 

Work Arrangement: 100% Onsite

Schedule: Monday–Friday, 7:00 AM–5:00 PM

Job Description

We are seeking a hands-on Document Scanning Project Coordinator / Records Management Project Coordinator to oversee the daily operations of a large-scale document digitization project in Lacey, WA.

The selected candidate will serve as the onsite working lead, coordinating staff, managing document-processing workflows, tracking project progress, and ensuring quality standards are met. The role also requires direct participation in document preparation, scanning, indexing, and quality assurance activities.

This is an administrative project coordination and office management position, not a senior IT project management role. The project involves processing approximately 520,000 documents, including scanning, OCR, indexing, file naming, quality review, and transferring approved records into the Laserfiche records management system.

Key Responsibilities

• Coordinate and oversee daily document conversion activities and onsite operations.

• Organize and manage the workflow of document scanning and records conversion staff.

• Coordinate project kickoff activities and review workspace, equipment, procedures, and project expectations.

• Manage document receipt, preparation, scanning, indexing, quality assurance, and completion.

• Establish efficient workflows to prevent document loss, incorrect indexing, and processing errors.

• Assign and prioritize document batches among team members.

• Track daily and weekly production volumes and overall project progress.

• Monitor productivity, accuracy, backlogs, quality issues, and rework.

• Ensure staff follow established document identification, indexing, and file-naming procedures.

• Oversee document preparation, including removing fasteners, repairing damaged pages, and maintaining proper document orientation.

• Ensure separator sheets contain accurate licensee names, license numbers, and document types.

• Monitor compliance with scanning requirements, including 300 DPI, auto-color detection, full-text OCR, and multi-page PDF output.

• Verify accurate file naming and document indexing according to project requirements.

• Coordinate with agency personnel to clarify document identification and processing requirements.

• Perform spot checks and quality reviews to ensure documents are complete, legible, correctly oriented, and accurately indexed.

• Coordinate secure file uploads and the transfer of approved documents into Laserfiche.

• Maintain production logs, issue logs, quality assurance records, and project documentation.

• Identify workflow bottlenecks and allocate resources to maintain productivity.

• Escalate equipment, staffing, document, and quality-related issues.

• Coordinate workspace and equipment requirements with agency representatives.

• Prepare and provide weekly project status updates to the agency's Contract Manager or designated representative.

• Maintain professional communication with clients, team members, and management.

• Ensure confidentiality and proper handling of sensitive government records.

• Actively participate in document preparation, scanning, indexing, and quality assurance to meet project deadlines.

Required Qualifications

• High school diploma or equivalent required. Associate's or bachelor's degree preferred.

• Minimum of 3 years of experience in administrative operations, office management, document management, records management, project coordination, or a related field.

• Previous experience coordinating staff, workflows, production activities, or administrative projects.

• Strong organizational and time-management skills.

• Excellent attention to detail and quality assurance.

• Ability to manage high-volume, deadline-driven operations.

• Experience tracking production metrics and preparing project status reports.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

• Familiarity with Windows file management and electronic document organization.

• Ability to learn document scanning, OCR, and records management systems.

• Willingness to work as a hands-on team lead and perform document-processing tasks when needed.

• Ability to work 100% onsite in Lacey, WA, during the required operating hours.

Preferred Qualifications

• Experience with document imaging, records conversion, or records management.

• Previous experience with high-volume scanning operations.

• Familiarity with Laserfiche or other electronic document management systems.

• Knowledge of OCR software and Adobe Acrobat/PDF tools.

• Experience with document quality assurance and indexing.

• Background in government records or handling confidential documentation.

• Experience in workflow coordination, production tracking, or office administration.

• Previous experience as an Office Manager, Administrative Project Coordinator, Records Management Coordinator, Document Control Coordinator, Document Imaging Lead, Scanning Supervisor, Records Supervisor, Project Administrator, Operations Coordinator, or Document Conversion Team Lead.