Document Intake Specialist

Document Intake Specialist
We are seeking a detail‑oriented, organized administrative professional who enjoys working with documents, systems, and processes. You have strong attention to detail, excellent follow‑through, and the ability to manage repetitive tasks while maintaining accuracy and confidentiality. You thrive in a team environment and are eager to learn, improve processes, and support daily office operations for growth.

Location:

Petaluma, CA (Onsite)

This Position Pays:

$20–$26.00/hr DOE

Schedule:

Monday–Friday, 8:30 AM–5:00 PM

Position Type:

Full-Time Temp-to-Hire

What You Will Be Doing:

Collect, sort, scan, and electronically archive incoming documents

Manage document‐related email correspondence and route files through established workflows

Use multiple software systems to organize, import, and process documentation

Edit and format documents, including redacting, splitting, and combining files

Review outgoing correspondence for accuracy and distribute digitally

Maintain organized records while following compliance and security procedures

Troubleshoot basic scanner/printer issues and support office operations

Assist with check scanning, office supply management, and vendor/visitor support

Complete occasional post office runs and administrative tasks as needed

What You Bring:

High school diploma or equivalent

6+ months of professional office experience

Proficiency with Microsoft Office Suite/MS 365 and ability to learn new systems quickly

Experience with scanners, printers, and standard office equipment

Strong attention to detail with excellent organizational and time‑management skills

Professional communication skills and a customer‑focused mindset

Ability to follow detailed procedures while managing multiple priorities

Preferred Qualifications:

Experience in insurance, banking, or administrative support

Familiarity with insurance documents or workflow systems

Experience with Zendesk or similar ticketing platforms

Knowledge of Power Automate, VBA Macros, or office automation tools

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