Role & responsibilities

Title of Role: Data Officer / Knowledge Management Specialist

Employment Type: Full-time

Experience Required: 3-4 years

Reporting To: KMS Project Lead

Location: Corporate Office, Gurugram

Role Overview

KMS And Sharepoint Experience Required

We are looking for a structured, detail-oriented, and process-driven Data Officer / Knowledge Management

Specialist to manage and maintain the centralized Knowledge Management System (KMS) using SharePoint as the

enterprise knowledge repository. The role is responsible for ensuring that organizational documents, data records,

SOPs, policies, templates, reports, and knowledge assets are properly organized, standardized, tagged, updated,

version-controlled, and easily retrievable.

The incumbent will coordinate with departmental SPOCs to collect, validate, classify, and periodically update

documents across functions. The role will also configure SharePoint document libraries, permissions, metadata,

taxonomy, views, and search structures, and set up Power Automate workflows for document submission, review,

approval, notifications, reminders, and escalation. The position will support governance, data accuracy,

confidentiality, user adoption, and continuous improvement of the KMS.

Key Responsibilities

1. Centralized KMS / SharePoint Repository Administration

• Manage and maintain the centralized KMS on SharePoint as the single source of truth for approved organizational

documents and knowledge assets.

• Configure SharePoint sites, document libraries, folder structures, views, permissions, user groups, retention settings,

versioning, and archival areas.

• Maintain repository hygiene by ensuring controlled upload, accurate classification, appropriate access, and timely

archival of obsolete documents.

2. Document Organization, Tagging & Standardization

• Create and enforce standard document naming conventions, document categories, templates, formats, and filing

structures.

• Organize documents by department, function, process, document type, owner, review cycle, confidentiality level,

approval status, and validity.

• Standardize documents received from departments before upload, including formatting, indexing, file naming,

categorization, and classification.

3. Metadata Framework, Taxonomy & Searchability

• Design and maintain metadata frameworks, taxonomy, managed tags, and SharePoint columns for easy retrieval,

filtering, search, and reporting.

• Define mandatory metadata such as department, document owner, process, version, effective date, review date,

expiry date, approval status, and access level.

• Continuously improve searchability by reviewing user queries, missing tags, duplicate records, outdated content, and

retrieval gaps.

4. Data Accuracy, Consistency & Version Control

• Drive data accuracy, consistency, completeness, and version control across departments.

• Maintain approved versions, change logs, revision history, obsolete document archives, and document status

trackers.

• Identify duplicate, outdated, incomplete, unapproved, or conflicting documents and coordinate corrective action

with the concerned owners.

5. Departmental SPOC Coordination & Document Validation

• Coordinate with departmental SPOCs to collect, validate, update, and publish documents at defined intervals.

• Follow up with document owners for missing documents, review dates, approvals, corrections, and periodic

confirmations.





• Maintain department-wise trackers for document submission, validation status, pending actions, review cycles, and

escalation requirements.

6. Power Automate Workflows & Process Automation

• Set up Power Automate workflows for document submission, review, approval, publishing, notifications, reminders,

and escalations.

• Configure approval flows for new documents, revised documents, periodic reviews, expiry alerts, and owner

confirmations.

• Monitor workflow performance, resolve basic automation issues, test changes, and maintain workflow

documentation for governance and audit traceability.

7. SOPs, Governance & Compliance Controls

• Establish SOPs and governance protocols for document creation, approval, upload, revision, review, archival, access

control, retention, and deletion.

• Define document-control workflows, review cycles, roles, responsibilities, access protocols, confidentiality levels, and

escalation matrices.

• Support internal audits, compliance reviews, management reviews, and process-improvement initiatives through

controlled document availability.

8. Reporting, Usage Tracking & Continuous Improvement

• Track KMS usage, document completeness, search performance, update status, aging, overdue reviews, gaps, and

user adoption metrics.

• Generate periodic reports and dashboards for management review, including missing documents, obsolete

documents, approval delays, and frequently accessed content.

• Identify improvement opportunities in repository structure, metadata, governance, workflow automation, training,

and user experience.

9. Training, User Support & Adoption

• Prepare user guides, FAQs, upload instructions, workflow instructions, and training material for departmental SPOCs

and end users.

• Conduct orientation sessions and provide ongoing support for SharePoint usage, document submission, search,

retrieval, and governance processes.

• Promote consistent usage of the KMS across departments and reduce dependency on scattered folders, informal

storage, and uncontrolled document circulation.

Key Deliverables

1. Configured SharePoint KMS repository with structured document libraries, folders, views, and access rights

2. Department-wise document master index with owner, version, status, review date, and access level

3. Metadata framework, taxonomy, mandatory tagging guideline, and searchability structure

4. SharePoint configuration blueprint covering site structure, libraries, permissions, versioning, and archival logic

5. Power Automate workflows for document review, approvals, notifications, reminders, expiry alerts, and escalations

6. SOPs for document creation, validation, upload, approval, version control, periodic review, archival, access control,

retention, and deletion

7. Departmental SPOC coordination tracker and document update calendar

8. Version control register, change log, approval trail, and obsolete document archive

9. Access control and confidentiality classification matrix

10. Monthly KMS usage, completeness, gap, workflow, and compliance report

11.



Training material / user guide for SPOCs and end users

Expected Outcomes

Expected Outcomes Purpose.

Centralized SharePoint KMS repository Single source of truth for approved organizational documents and

knowledge assets

Configured document libraries and permissions Controlled storage, access, ownership, and document visibility by

Role and department

Metadata and taxonomy framework Consistent tagging, categorization, filtering, searchability, and

reporting

Standardized document structure Uniform naming, formatting, classification, and filing across

departments

Automated Power Automate workflows Structured document review, approval, reminders, notifications,

expiry alerts, and escalations

Version-control mechanism Current approved documents remain active; obsolete documents

are archived with traceability

Department SPOC coordination tracker Timely collection, validation, periodic review, and update of

documents

Governance SOPs Clear rules for upload, approval, revision, review, access, archival,

retention, and deletion

Usage and gap dashboard Visibility on adoption, missing documents, overdue reviews,

approval delays, and retrieval gaps

Training and adoption support SPOCs and users can submit, search, retrieve, and update

documents correctly

Continuous improvement log Recurring issues, user feedback, and corrective actions are tracked to closure

Essential Qualifications

• Graduate degree in any discipline; preferred fields include Library & Information Science, Information Management,

Business Administration, Data Management, Computer Applications, Quality Management, or equivalent.

• 3-4 years of relevant experience in knowledge management, document control, records management, data

administration, MIS, process documentation, QMS documentation, or compliance documentation.

• Hands-on experience in SharePoint configuration, including document libraries, permissions, user groups, metadata

columns, views, versioning, and repository administration.

• Working knowledge of Power Automate for document review, approval flows, notifications, scheduled reminders,

expiry alerts, and escalation workflows.

• Strong understanding of metadata, taxonomy, tagging, document indexing, repository structuring, searchability,

access controls, and version control.

• Valuable working knowledge of MS Word, MS Excel, MS PowerPoint, PDF tools, Microsoft 365, and basic dashboard /

reporting tools.

• Experience in SOP creation, policy documentation, audit trails, document retention, approval workflows, and

governance documentation.

• Strong analytical ability, attention to detail, coordination skills, written communication, follow-up discipline, and

ability to maintain confidentiality of sensitive records.

Preferred Competencies

• Process orientation with the ability to convert scattered documents into a controlled, searchable, and governed

knowledge base.

• Ability to identify gaps, duplications, outdated content, weak ownership, approval delays, and inconsistent

classification in departmental documentation.

• Comfort with cross-functional coordination, escalation tracking, user training, and periodic management reporting.

• Practical understanding of Microsoft 365 ecosystem, including SharePoint, OneDrive, Teams, and Power Automate.

• Basic understanding of compliance, audit, ISO / QMS documentation, or healthcare / service-sector documentation

will be an added advantage.

📌 KMS Specialist (Haryana)
🏢 Stemz Global DMCC
📍 Haryana