DMS Specialist — Digital Platform

Job Description | Vistra

Location

India

Reports To

Programme Manager — Finance Transformation

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 platform. This 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 technology.

The DMS Specialist 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 platforms. They will also develop and implement document management policies and procedures to ensure consistency, compliance, and operational efficiency across the organisation.

This is a hands-on delivery role requiring someone who can bridge information architecture, platform configuration, cross-functional collaboration, and multi-market stakeholder management.

Key Responsibilities:

1. 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 improvements.

2. DMS 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 solutions.

3.Governance, 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.

4.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 markets.

5.Training, 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 practices.

Required 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 information.

Desirable 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.

DMS Specialist Digital Platform