Document Scanning Project Coordinator
Location: Lacey, Washington
Work Arrangement: 100% Onsite No Remote Work
Schedule:
Full-time; work must be performed onsite during the client's approved operating window of 7:00 AM5:00 PM, Monday through Friday, excluding state holidays, unless otherwise authorized.
Position Overview:
We are seeking a hands-on Document Conversion Project Coordinator / Office Manager to oversee the daily operations of a large-scale onsite document digitization initiative for a Washington State government agency. This is not a senior IT Project Manager position. It is an administrative project coordination/office management role for someone who can organize people, documents, production workflow, and client communication while also participating directly in document preparation and scanning. The project involves approximately 520,000 agency documents requiring preparation, scanning, OCR, indexing, file naming, quality review, secure upload, and transfer into the agency's Laserfiche records management environment. The Project Coordinator will serve as the onsite working lead, ensuring the scanning team remains productive, organized, accurate, and aligned with client requirements.
Key Responsibilities:
Serve as the primary onsite coordinator for day-to-day document conversion activities.
Organize and oversee the workflow of Document Imaging & Records Conversion Specialists.
Participate in the project kickoff with agency personnel to review the workspace, equipment, procedures, responsibilities, and project expectations.
Coordinate receipt, staging, preparation, scanning, indexing, QA, and completion of document batches.
Establish an orderly production flow to prevent documents from being lost, mixed, incorrectly indexed, or processed out of sequence.
Track daily and weekly scanning volumes and overall project progress against the approximately 520,000-document workload.
Assign and prioritize document batches for staff.
Monitor productivity, accuracy, backlog, completed volume, QA exceptions, and rework.
Ensure staff follow the agency's document identification, indexing, and digital file-naming procedures.
Verify that document preparation includes removal of bindings/fasteners, repair of torn documents, page orientation, and proper maintenance of discrete files.
Ensure separator sheets contain the correct licensee name, license number, and document type.
Oversee adherence to scanning requirements including minimum 300 DPI, auto-color detection, full-text OCR, and multi-page PDF output.
Ensure files are named accurately according to the required naming convention.
Coordinate questions and obtain clarification from agency personnel when document identifiers, indexing information, or processing instructions are unclear.
Perform spot checks and quality reviews to ensure scanned documents are legible, correctly rotated, properly captured, and accurately indexed.
Ensure completed documents are uploaded to the appropriate secure network location for QA and subsequently transferred to Laserfiche following approval.
Maintain production logs, issue logs, QA/rework tracking, and other administrative project documentation.
Identify workflow bottlenecks and redistribute work to maintain production.
Escalate document, equipment, staffing, or quality issues promptly.
Coordinate with agency staff regarding workspace and equipment needs.
Provide weekly project status updates to the agency's Contract Manager or designee as required by the Scope of Work.
Maintain professional communication with client representatives and internal management.
Ensure appropriate confidentiality, security, and handling of government records.
Personally perform document preparation, scanning, indexing, and QA activities when necessary to support production targets.
Required Qualifications:
High school diploma or equivalent; associate's or bachelor's degree preferred but not required.3+ years of experience in administrative operations, office management, document/records management, project coordination, document conversion, or similar work.
Previous experience coordinating staff, workflow, production activities, or administrative projects.
Strong organizational and time-management skills.
Strong attention to detail and quality.
Ability to manage a high-volume, deadline-driven production environment.
Ability to track production metrics and prepare concise status reports.
Strong written and verbal communication skills.
Proficiency with Microsoft Office, particularly Excel, Word, Outlook, and Windows file management.
Ability to learn scanning, OCR, document-management, and records-management technologies.
Willingness to be a working lead and personally perform scanning/document-processing work rather than solely supervising staff.
Ability to work 100% onsite in Lacey, WA during the required working hours.
Highly Preferred Experience:
Preference should be given to candidates with experience in document imaging, records conversion, records management, high-volume scanning operations, government records, Laserfiche, OCR, Adobe PDF tools, quality assurance, workflow coordination, production tracking, or office/project administration. Strong recruiting backgrounds/titles would include Office Manager, Administrative Project Coordinator, Records Management Coordinator, Document Control Coordinator, Document Imaging Lead, Scanning Supervisor, Records Supervisor, Project Administrator, Operations Coordinator, Administrative Coordinator, or Document Conversion Team Lead.
