Vistra - Document Management System Specialist - Digital Platform in Bombay, भारत

Role Purpose :We are seeking a dedicated DMS (Document Management System) Specialist to own the design, build, and multi-market rollout of document management structures as a critical component of Vistra's digital https://jobeax.com/link/yxEskUFjM7mvrtl6 role ensures that teams across all practices and markets globally have a standardised, governed, and user-friendly document management experience - regardless of the underlying DMS https://jobeax.com/link/cJpwShrhceJiOx3I will translate business requirements into taxonomy structures, define metadata schemas, configure document libraries, establish naming conventions, and build governance frameworks that integrate seamlessly with Vistra's workflow and operational https://jobeax.com/link/ZjwtbDzaKMLhOuHB is a hands-on delivery role requiring someone who can bridge information architecture, platform configuration, cross-functional collaboration, and multi-market stakeholder https://jobeax.com/link/8l1HKAPsCuIcTvHp Responsibilities :Taxonomy Design & Document Control :- Design and maintain the global folder taxonomy and metadata schemas across all Vistra service lines and practices.- Establish document classes, sub-classes, mandatory/optional metadata fields, naming conventions, and retention classification drivers.- Organise, categorise, and index documents ensuring taxonomy is scalable across markets while accommodating jurisdictional and regulatory variations.- Conduct regular audits to assess document quality, accuracy, and availability; recommend https://jobeax.com/link/NuHe5XFNS9vVC3Np Platform Integration & Configuration :- Define and configure the integration between Vistra's workflow platforms and the DMS (e.g., SharePoint, iManage, OpenText, or other enterprise DMS solutions).- Design document flows across ingestion channels (email, client portals, manual uploads, system-generated outputs) including metadata inheritance and unique identifier mapping.- Troubleshoot and resolve issues or discrepancies related to document management systems, processes, or integrations.- Stay current with industry trends and advancements in DMS technologies; recommend appropriate https://jobeax.com/link/AEOC7RKfMJzMjF9h, Security & Compliance :- Develop and implement document management policies, procedures, and retention schedules ensuring compliance with legal, regulatory, and industry-specific requirements.- Define access control models and security classifications (Public/Internal, Private/Confidential, Restricted) at folder and document levels.- Establish document versioning, archival, and retention policies per jurisdiction; ensure compliance with data residency requirements.- Monitor document workflows to ensure all documents are reviewed, approved, and distributed in a timely manner.Multi-Market Rollout & Localisation :- Lead DMS structure deployment from pilot market through to full-scale rollout across all programme markets globally.- Collaborate with cross-functional teams and market representatives to determine document management needs, validate taxonomy, and identify local regulatory requirements.- Coordinate with platform developers on technical build, metadata configuration, and library setup.- Support UAT for DMS functionality across https://jobeax.com/link/b6gCb5fNL7RhvK3G, Adoption & Change Management :- Train employees on document management procedures; provide ongoing support, guidance, and best-practice coaching.- Develop user adoption materials: quick reference guides, filing guides, and metadata selection aids.- Participate in DMS workshops with platform vendors and implementation teams to validate integration capabilities.- Provide guidance to cross-functional teams on document management best https://jobeax.com/link/wJIgo45kO3tINlTo Skills & Experience :- 3+ years experience in document/information management, records management, or enterprise content management.- Hands-on DMS platform experience - document libraries, metadata schemas, content types, managed metadata/term stores, retention labels (e.g., SharePoint, iManage, OpenText, M-Files, NetDocuments, or similar).- Taxonomy, classification design, and document lifecycle management - strong foundational understanding of principles and best practices.- Proficient in using document management software and systems; familiarity with document imaging techniques and scanning technology.- System integration concepts - API-based document sync, metadata mapping between systems.- Solid understanding of document retention, data privacy, security regulations, and governance frameworks.- Strong attention to detail with excellent organisational and time management skills.- Excellent written and verbal communication skills; ability to work independently and collaborate effectively with cross-functional teams.- Strong problem-solving and analytical skills; flexibility to handle changing priorities and multiple tasks simultaneously.- Ability to maintain confidentiality and exercise discretion with sensitive https://jobeax.com/link/itpQVMiswwGoWfHt Skills :- Workflow management platforms and their DMS integration models.- Multiple DMS platforms - understanding trade-offs, migration contexts, and platform-specific strengths.- Change management and end-user adoption - experience driving DMS rollouts, creating training materials, and supporting user onboarding across regions.- Experience in professional services environments (accounting, tax, corporate secretarial, fund administration).- Experience working in multi-market or multi-jurisdictional organisations.- Knowledge of Microsoft 365 ecosystem (Power Automate, SharePoint Online, OneDrive for Business).Required Qualifications :- Proven work experience as a Document Management Specialist or in a similar role.- Knowledge of document management standards and protocols.- Understanding of data privacy and security regulations.- Strong understanding of document lifecycle management principles.- Familiarity with document imaging techniques and software.- Certification in records management or information governance is a plus.- Familiarity with regulatory and compliance frameworks relevant to professional services - e.g., GDPR, PDPA, SOC 2, or industry-specific records retention mandates.- Experience working with cross-functional stakeholders - gathering requirements from legal, compliance, operations, and IT teams for DMS implementations. (ref:hirist.tech)