Filing Assistant

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 Arthas 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 Secretarys 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