The Document Operations Manager oversees document handling operations, ensuring efficiency, compliance, and management of staff and vendor relationships, while optimizing workflows and maintaining document management systems.
OneSource Virtual (OSV) has helped more than 1,000 Workday customers take their teams from transactional to transformational with innovative technology and services for HR, payroll, and finance. Founded in 2008, OSV is the leading exclusive provider of Business-Process-as-a-Service (BPaaS) solutions for Workday, delivering services with unparalleled choice, unwavering commitment, and uncompromising support. OneSource Virtual’s global headquarters is located in Dallas, Texas, with additional locations across North America and Europe. Find your company’s solution at www.onesourcevirtual.com.
*This is a hybrid position at our corporate office in Coppell, TX
Job Summary
Document Operations Manager leads document handling, from mail/digital intake to secure storage and distribution, focusing on efficiency, compliance, and tech systems (scanners, software) while managing staff, budgets, and vendor relations to ensure smooth workflows, data accuracy, and accessibility for all users, bridging physical and digital document lifecycles.
Responsibilities
- Workflow & Processing: Oversee daily tasks like scanning, indexing, printing, and mailroom operations, ensuring timely and accurate completion.
- System Management: Maintain uptime and performance of document management systems (DMS), printers, scanners, and related software.
- Team Leadership: Hire, train, and manage document control staff, setting performance goals and monitoring KPIs.
- Strategy & Policy: Develop and implement document control procedures, standards, and tools for the organization.
- Compliance & Security: Ensure all document handling adheres to legal, regulatory, and internal security policies.
- Vendor & Resource Management: Manage external vendor relationships (e.g., postage, equipment) and maintain supplies (paper, ink).
- Day-to-day operations management
- SLA monitoring and achievement
- Capacity planning and resource allocation
- Incident management and escalation
- Process optimization and efficiency improvements
- Quality assurance and testing
Competencies
- Technical: Proficiency with DMS software, MS Office, data analysis, and hardware (scanners, printers).
- Leadership: Strong communication, project management, problem-solving, and team leadership skills.
- Operational: Knowledge of organizational effectiveness, workflow optimization, and financial management.
- Change Management: Experience leading organizations through the transition from manual to automated processes, which includes training staff and overcoming adoption resistance.
- Project Management: Proficiency in Agile or DevOps methodologies to manage the end-to-end lifecycle of automation projects, including testing in "sandbox" environments.
- Stakeholder Partnership: Ability to consult with C-level leaders to define ROI and identify high-impact automation opportunities.
Education/Certification Requirement
Bachelor's degree
Required
- 5-7 years in operations or production support
- Strong analytical and problem-solving skills
- Project management experience
- Customer service orientation
- Process documentation skills
Preferred
Experience with SaaS operations
You are encouraged to learn and share ideas when you join the OneSource Virtual team. We reward innovative thinking, fresh perspectives, creative collaboration, and hard work. As an organization experiencing routine strategic growth, we are always on the lookout for intelligent, talented, and forward-thinking professionals to join our team. OSV employees enjoy a values-based culture, upward mobility, and professional development with opportunities of all kinds.
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