About Artha Group
Artha Group is a performance-first investment house managing 1,500 crores across domestic and international investment vehicles, including Category I & II AIFs, LLPs, and Private Limited companies. With active investments in 130+ startups, we operate at the convergence of capital precision and operational depth.
We are a fast-paced, detail-oriented, and compliance-driven organization. We value systems thinking, consistency, and precision and we are now hiring a Filing Assistant to bring ownership and structure to our documentation and record-keeping practices across all departments.
Role Overview
The Filing Assistant will be responsible for the end-to-end management of our filing systems both physical and digital across multiple departments and entities. This role requires someone exceptionally organized, consistent, and process-oriented, who can ensure that every document is named, saved, retrieved, and archived according to firm-wide protocols.
Location: Lower Parel, Mumbai (Full-Time, Onsite)
Key Responsibilities
1. File Management & Organization
- Oversee and maintain the central filing structure (physical and digital).
- Create and manage folder hierarchies across departments and teams.
- Ensure that all scanned and physical documents are stored systematically.
- Define and enforce standard naming conventions for files and folders.
- Ensure documents are indexed correctly and consistently across all repositories.
- Review new files for correct labeling before storage.
2. Filing Protocols & Administration
- Act as the owner of Artha's filing policies and practices.
- Develop SOPs for filing and retrieval across departments.
- Update protocols as systems evolve, ensuring ongoing compliance.
- Train team members across functions (Legal, Finance, CS, etc.) on file management best practices.
- Provide onboarding support to new employees on file-related protocols.
- Conduct follow-ups and reminders to departments on policy adherence.
3. Filing Audits & Compliance
- Conduct regular audits (monthly/quarterly) of filing practices.
- Identify gaps, errors, or inconsistencies in how files are managed.
- Collaborate with departments to correct deviations and improve consistency.
- Maintain audit logs, version control, and file access records.
- Ensure critical files are versioned, and backups are maintained securely.
4. Scanning, Archiving & Retrieval
- Supervise the digitization of physical documents.
- Coordinate scanning efforts and file size optimizations.
- Ensure scanned files are saved in the right format, resolution, and location.
- Track document retrieval requests and monitor access control.
- Maintain physical file logs (check-in/check-out).
- Support internal teams in locating and accessing relevant documents efficiently.
5. System Improvement & Documentation Hygiene
- Recommend and implement improvements in the filing process.
- Identify workflow inefficiencies and propose smarter indexing or storage methods.
- Support integration of filing protocols into digital tools like Google Drive, SharePoint, etc.
- Uphold high standards of documentation discipline and confidentiality.
- Enforce restricted access where required.
- Ensure destruction/archival of outdated files in line with retention schedules.
Who You Are
- 24 years of experience in document management, filing, or administrative operations experience in a law firm or Company Secretary's office is a must.
- Deep understanding of structured filing systems and naming conventions.
- Highly organized, detail-driven, and disciplined.
- Comfortable working across departments to drive consistency and compliance.
- Proficient in MS Office and document storage platforms (e.g., Google Drive, Dropbox, SharePoint).
- Strong communication and follow-up skills.
- Integrity, discretion, and accountability in handling confidential files.
Compensation: 4,00,000 per annum
