Skip to content

Document Management & Appointment Setting Specialist

On-site, Remote
  • Lviv, Lvivska oblast, Ukraine
  • Beograd, Beograd, Serbia
+1 more
Logistics

Job description

About us:

Zelh is a fast-growing, passionate outsourcing company.

Our mission is to be the most reliable company by offering and maintaining consistently high-quality services.

We achieve the mission by fostering long-term relationships with customers, employees, and vendors. Personal attention, timely communication, and respect for all people are the basis of our business philosophy!

At this point, Zelh is looking for the Document Management & Appointment Setting Specialist to the logistics platform for the built world.


Our client is a logistics solutions provider offering a wide range of transportation and freight management services. With a focus on efficiency, reliability, and customer satisfaction, our client aims to streamline supply chains and optimize logistics operations for businesses across various industries. Through innovative technology and a dedicated team of professionals, our client delivers tailored solutions to meet the unique needs of each client, ensuring timely and cost-effective delivery of goods and materials.


We are seeking a highly organized and detail-oriented individual to join our team as a Document Management & Appointment Setting Specialist. In this role, you will be responsible for efficiently managing documents, records, and appointments to ensure smooth operations within the organization. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to multitask effectively.

Responsibilities:

  1. Document Management:
    • Organize, maintain, and update electronic and physical document filing systems.
    • Ensure documents are accurately labeled, indexed, and stored for easy retrieval.
    • Assist in the creation, formatting, and editing of documents as needed.
    • Implement and enforce document management policies and procedures to ensure compliance with regulatory requirements.
  2. Appointment Setting:
    • Schedule appointments, meetings, and conference calls for executives and team members.
    • Coordinate calendars to avoid scheduling conflicts and optimize efficiency.
    • Send appointment reminders and follow-up communications as necessary.
    • Handle incoming calls and emails related to appointment scheduling with professionalism and courtesy.
  3. Communication:
    • Serve as a liaison between internal teams, clients, and external partners regarding document management and appointment scheduling.
    • Communicate effectively with team members to ensure timely completion of tasks and projects.
    • Respond promptly to inquiries and requests for information related to document management and appointments.
  4. Quality Assurance:
    • Review documents for accuracy, completeness, and adherence to organizational standards.
    • Conduct periodic audits of document management systems to identify and rectify any discrepancies or inefficiencies.
    • Monitor appointment scheduling processes to identify areas for improvement and implement solutions as needed.
  5. Administrative Support:
    • Provide administrative support as needed, including data entry, photocopying, scanning, and filing.
    • Assist with special projects and initiatives as assigned by management.
    • Maintain confidentiality and security of sensitive documents and information.

Working conditions:

  • Working schedule: 15:00 - 00:00 (Ukraine time)
  • A supportive team
  • Competitive Salary in USD
  • Office mode of work
  • 10+ business days of paid time off
  • English courses
  • Equipment provided
  • Fragrant coffee from the barista in the office

Job requirements

  • Proven 1+ years of experience in document management, administrative support, or related field.
  • English level - upper-intermediate or higher
  • Proficiency in Microsoft Office Suite and document management software (e.g., SharePoint, Documentum).
  • Strong organizational skills with the ability to prioritize tasks and meet deadlines.
  • Excellent attention to detail and accuracy in data entry and record-keeping.
  • Exceptional communication and interpersonal skills.
  • Ability to work independently with minimal supervision and as part of a team.
  • Familiarity with appointment scheduling tools and software is a plus.
  • Knowledge of data privacy and confidentiality regulations.
  • Bachelor’s degree or equivalent experience preferred.

or