Document Management Specialist Job at Robert Half (Richmond, VA)

Job Description

The Financial Reporting Process Coordinator serves as a key member of the fund administration team, supporting the end-to-end workflow of financial statements, regulatory filings, and related reporting materials for registered investment companies and advisors. The Coordinator oversees the routing and distribution of documents, maintains accurate status tracking, reviews and consolidates comments from legal, compliance, audit, and advisor groups, and ensures that all deliverables progress through the review cycle efficiently and in accordance with internal and regulatory expectations.

Job Responsibility

Maintain and update production schedules and status trackers for financial statements, tailored shareholder reports, and regulatory filings
Manage document flow between auditors, legal counsel, compliance teams, fund advisors, and internal stakeholders
Collect, review, and route comments from all parties
ensure feedback is logged, addressed, and escalated when needed
Understand when an issue is routine vs. when it requires escalation to senior staff
Maintain clean version control and document history across Word, Excel, and PDFs
Ensure documents are stored, labeled, and distributed properly and securely
Support the fund administration team in meeting deadlines and managing review cycles
Help reinforce consistent processes and document-control standards

Requirements

Bachelor’s degree or equivalent paralegal/compliance/operations experience
2–5 years experience in a role involving document workflow, legal or compliance review, or project coordination

Nice to have

Strong proficiency with Microsoft Word, Excel, and PDF markup tools
Workiva experience is a major plus
Excellent verbal and written communication skills
Ability to manage multiple deadlines and shifting priorities without sacrificing accuracy
Strong attention to detail and comfort working with regulated documents
Ability to identify issues, ask informed questions, and escalate when appropriate
Self-directed work style with ownership of recurring processes
Flexibility during peak reporting cycles

What we offer

medical, vision, dental, and life and disability insurance
eligible to enroll in our company 401(k) plan

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Document Management Specialist

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