Document Management & Document Handling Specialist (M-Files), Espoo

About the role

You will be a key enabler for the team’s daily documentation work and M-Files usage. You ensure documents are easy to find, correctly classified, and that the document lifecycle (creation–editing–approval–publishing–archiving) follows agreed practices. Your daily work combines user support (questions, troubleshooting, access rights), quality work (checking structure, metadata, and version control), and continuous improvement (templates, guidelines, training, and improvement proposals). You will also act as a bridge between the business and IT: gathering needs, writing clear specifications, and driving them forward with developers so that M-Files supports the team effectively and in a compliant way.

Work tasks

• Act as the functional expert for M-Files
• Provide daily user support and troubleshooting
• Develop and maintain document templates, guidelines, and user instructions
• Draft clear requirements/specifications for system improvements and collaborate with developers
• Ensure compliance with document management procedures
• Support document owners in lifecycle management and version control
• Coordinate and support training sessions related to M-Files usage
• Collaborate closely with project managers, engineers, QA, regulatory teams, and IT

We are looking for

• Hands-on experience with the M-Files document management system
• Strong understanding of metadata structures, document classification, and workflow concepts
• Experience and ability to write clear and structured specifications for system enhancements
• Familiarity with document lifecycle management, version control, and quality assurance
• Excellent communication skills and a service-minded approach to user support
• Strong analytical and problem-solving mindset with attention to detail
• Proactive attitude toward improving processes and documentation quality
• High integrity and respect for information security and confidentiality
• Fluent English (written and spoken); Finnish is considered an asset

Please describe in your application as clearly as possible which tasks and projects have built your skills in the areas listed above. We will proceed quickly with suitable candidates.

Additional information

• Start: as soon as possible
• Fixed-term employment until 30 September 2026
• Salary: approx. €3,000–€3,500 / month
• 100% on-site in Keilaniemi, Espoo

Our recruitment process

This recruitment process is handled by Academic Work and it is our client’s wish that all questions regarding the position is directed to Academic Work.

Our selection process is continuous and the advert may close before the recruitment process is completed if we have moved forward to the next phase. The process includes two tests: one personality test and one cognitive test. The tests are tools to find the right talent for the right position, to enable equality, diversity, and a fair process.