Associate, Document Management

The Rainforest Alliance is recruiting an Associate, Document Management to provide essential administrative and operational support to the Records and Document Management team. The role helps maintain the integrity, accessibility and proper organisation of organisational records and documents across the organisation. This role is ideal for someone interested in records management, document control and supporting operational efficiency within a global non-profit.

Responsibilities include records management and document control support (assisting in maintaining and updating organisational records; supporting the implementation of file taxonomy and tagging systems; ensuring proper version control of documents; assisting in archiving and retrieval of records as needed; conducting consistent records reviews for relevance and accuracy; using tools and platforms to facilitate document control); administrative and operational support (supporting onboarding and training related to document handling; tracking and reporting on document compliance metrics; collaborating with internal stakeholders to gather, organise and disseminate documents; performing data entry and quality checks to ensure information accuracy); policy and procedure assistance (assisting in implementing records management policies and procedures; supporting audits and reviews of recordkeeping practices; helping ensure compliance with internal record retention and disposal schedules); team support and special projects (providing logistical and clerical support for departmental projects; assisting in preparing reports, presentations and materials for meetings; contributing to process improvement initiatives within the team; engaging in special projects).

Required qualifications include 1–2 years of experience in document control, records management, administrative support or a related field; familiarity with document management systems (e.g., SharePoint, OneDrive, Egnyte) and basic IT tools; familiarity with knowledge management practices and tools; strong organisational and time-management skills; high attention to detail and accuracy; ability to manage multiple tasks and meet deadlines; strong written and verbal communication skills; team-oriented mindset; basic understanding of data protection and confidentiality principles; and proficiency in Microsoft Office Suite (Word, Excel, Outlook).

The Rainforest Alliance is an equal opportunity employer that does not discriminate on the basis of gender, race, colour, ethnicity, religion, sexual orientation, gender identity, age, disability or any other protected group. The organisation offers remote working flexibility, a favourable time-off policy, employee assistance programmes, wellbeing activities and sabbatical opportunities.