Job Posting: Digital Document Specialist
Location: Newport Beach, CA
Department: Digital Documents
Reports To: Digital Document Manager
Employment Type: Full-Time Salary Range: $71,400 $73, 000
About the Role
We are seeking a highly organized and detail-oriented Digital Document Specialist to support our document management, reporting, and investor portal functions. In this role, you will help convert reports into digital documents, maintain secure and compliant digital records in Laserfiche, and support investors who need assistance accessing portal materials. You’ll also work closely with the programming and Investor Relations teams to streamline workflows, utilize reporting tools, and improve document processes.
Key Responsibilities
Digital Document Management
· Organize and maintain digital records within Laserfiche.
· Digitize physical documents through scanning and indexing.
· Ensure compliance with internal policies and regulatory requirements.
· Maintain version control and audit trails for sensitive materials.
· Manage Docusign© templates and forms used by the Investor Relations team.
· Provide training and support on document-management systems and procedures.
Reporting & Workflow Development
· Maintain and create SSRS reports that improve department efficiency.
· Write basic SQL queries and scripts to support the programming team.
· Produce mailing collateral for recaps, indications, and ballots.
· Explore new technologies such as Power BI to identify potential enhancements.
· Design and implement workflows that streamline digital document processing.
Investor Portal Administration
· Manage the upload and posting of all digital documents to the CWS Investor Portal.
· Serve as the liaison between CWS, the web host, and the web designer to resolve bugs or implement new portal features.
· Provide escalated assistance to investors with portal activation or document-signing issues.
Qualifications
· Associate or bachelor’s degree in business, information management, or related field.
· Minimum of 2 years’ experience in document control, digital document management, or administrative support.
· Proficiency with MS Office, SSRS, and basic SQL Server required.
· Strong organizational, communication, and customer-service skills.
· Experience with Laserfiche strongly preferred.
Physical Requirements
· Ability to sit for extended periods while working at a computer.
· Repetitive motion involving hands and wrists (typing, scanning, sorting).
· Visual acuity required for reviewing digital and physical documents.