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Document Management Specialist

Company name
The Community Builders, Inc.

Boston, MA

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Document Management Specialist

The Community Builders



Job #663451532

Position Summary:

The Document Management Specialist will be responsible for driving implementation and utilization of a corporate document management solution in the context of a document intensive non-profit affordable housing and community development organization, including developing appropriate policies, procedures, documentation, and training to allow users to effectively utilize the document management systems. The position reports to the Vice President, Development Operations and will be based in The Community Builders’ Boston corporate office. The Document Management Specialist will interact with staff throughout the company, including the Information Technology (IT), Management and Information Systems (MIS), Legal, Development, Property Management, and other departments. This position is a full-time, temporary position expected to last for approximately 24 months.

Duties and Responsibilities:

Collaborate with a variety of staff, including MIS staff, to:

Modify and fully implement an existing Microsoft SharePoint installation as a repository for final, executed documents regarding real estate projects and some departmental files.

Fully implement Dropbox as a document management tool for working draft documents and departmental records, including sharing such documents among large multi-disciplinary teams both inside and outside the organization.

Analyze the effectiveness of and propose recommendations for improving these document management systems.

Support company management in creating changes in corporate culture that will support an effective, efficient document management process.

Assist with clean-up of existing document storage sites.

Work with a variety of staff, including Legal staff, to understand how various documents support business processes and document policies, procedures, and best practices that meet company needs and comply with all applicable laws.

Provide training in the use of the company’s document management tools, search techniques, and best practices in document management.

Create and maintain corporate intranet documentation regarding document management.

Communicate with and influence staff at all levels of the organization conveying the importance of compliance with company policy, applicable regulations, and best practices with respect to document management.

Work with MIS to develop a group of “power users” distributed both departmentally and geographically throughout the organization.

Find solutions and otherwise address problems that surface in a timely fashion to allow staff to meet critical deadlines.

Maintain current knowledge of best practices, trends, regulations, and legal requirements impacting document management.

In case of litigation, collaborate with Legal to manage records retrieval and production.


Experience developing project plans and leading cross-functional teams to successfully implement document management systems.

Experience training staff in document management systems, best practices, and search techniques.

Experience using Microsoft SharePoint for document management.

Experience using Dropbox in a corporate environment.

Strong service orientation and ability to understand and synthesize user needs.

Strong verbal and written communication skills, including the ability to effectively communicate:

Across a large organization.

At a variety of levels (including both junior and senior staff).

With both technical and non-technical audiences.

Reliability, organization, and ability to independently and effectively manage time to meet short- and long-term goals.

Interest in exploring and engaging in dialogue about new ideas and processes.

Flexibility and responsiveness to emerging needs and changing circumstances.

A bachelor’s degree in a relevant field.

A master’s degree in Library and Information Studies or a closely related field preferred.

The Community Builders, Inc. is committed to ensuring diversity in its workplace, and candidates from diverse backgrounds are strongly encouraged to apply.

Company Description:

The Community Builders, Inc. (“TCB”) is a recognized leader in the public/private transformation of distressed properties into vibrant, mixed-income communities. Established in 1964, TCB has over fifty years of experience planning and implementing comprehensive neighborhood revitalization projects in fifteen states. TCB was among the pioneers in nonprofit use of the tax code to raise equity for affordable housing, and at the forefront in crafting citywide partnerships supporting large-scale redevelopment and comprehensive neighborhood revitalization efforts through new uses of public housing funds and of project-based assistance. Over the years, TCB has assembled more than $2.5 billion in project financing to construct and/or preserve 320 residential developments resulting in over 25,000 affordable and mixed-income housing units. Visit ~~~ for more information.

Updated 05/17/2018

Company info

The Community Builders, Inc.
Website :

Company Profile
Through new legislation, changing community needs and fluctuating economic conditions, one thing has remained constant: our dedication to creating better places for meaningful lives to unfold. An evolving identity South End Community Development (SECD) is established and renovated its first 50 apartments in Boston's South End. SECD was renamed Greater Boston Community Development (GBCD) in 1972 and reorganized as The Community Builders (TCB) in 1988.Tax credit innovation TCB pioneers the use of tax-benefit syndication with a local CDC to finance Villa Victoria, a $28 million affordable housing community for 680 Boston families.

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