Modern Workplace / Information Management Specialist

This role is a Modern Workplace / Information Management Specialist responsible for ensuring the smooth operation, governance, and continuous improvement of document management, Notice Management, and related workflows across the North American (NA) Tax organization. It blends expertise in optimizing data availability, structure and retention in various platforms, e.g. SharePoint/ShareGate, tax document requirements, metadata strategy, automation tools, AI enablement, and cross functional stakeholder support. It is highly technical, analytical, detail-intensive, and central to tax operations, compliance, and digital transformation initiatives.

The primary responsibilities of this role, Modern Workplace / Information Management Specialist are to:

Document & Records Management

• Administer, maintain, and optimize largescale SharePoint repositories (Records, Collaboration, Notice Management, etc.).-scale SharePoint repositories (Tax Docs, Archives, Collaborations, Notice Management, etc.).
• Perform bulk metadata tagging, retention updates, and library reorganizations using SharePoint and ShareGate.
• Develop and maintain folder structures, content types, retention policies, and search schema refinements.
• Conduct ongoing quality control: fixing metadata errors, cleaning up mis-tagged files, correcting naming issues, and managing document migrations (including proof-of-concept testing for OpenText).
• Support complex bulk operations including exporting metadata, manipulating spreadsheets, building pivot tables for QA checks, and reimporting corrected data.-importing corrected data.

Notice Management (NM) Process Ownership

• Serve as functional manager for the Notice Management system across federal, state, SALT, payroll, and international notices.
• Review, tag, assign, and troubleshoot notice items, including resolving routing, workflow, and metadata issues.
• Train and support GBS teams, PWC, and Ricoh on NM processes, tagging standards, folder handling, and escalation paths.
• Maintain and optimize PowerApps forms and underlying data structures supporting NM workflows.
• Develop SOPs, process documentation, views, automations, and rule-based workflows to improve accuracy and efficiency.

Cross Functional Coordination & Stakeholder Support

• Work closely with Tax leadership, GBS, PWC partners, Ricoh mailroom teams, IT, Legal, and external contractors.
• Coordinate complex access management needs, including onboarding/offboarding, SAP roles, guest account creation, permissions troubleshooting, and secure SharePoint site ownership.
• Support issue resolution across systems such as Cloud PC, VDI Shared, SAP, Entra ID/guest accounts, and MyGenAssist.
• Act as liaison for large-scale projects, including OpenText migration planning, Notice AI model training, and document management strategy alignment with global teams.

Automation, Tools & Workflow Improvement

• Use ShareGate extensively for large-scale data exports, bulk metadata edits, folder creation, copy/move automation, and deep troubleshooting.
• Use PowerApps, Power Automate, and SharePoint framework features to streamline tagging, routing, and data consistency.
• Evaluate and implement AI-based improvements for notice categorization, document management, and meeting/notes processing.
• Develop proofs of concept for improved library structures.

Training, SOP Development & Governance

• Create, update, and manage extensive Standard Operating Procedures across multiple tax workflows (W9s, notice management, records tagging, reporting, directories, etc.).-9s, NM, SUT tagging, UNICAP, directories, etc.).
• Build training materials, presentations, Teams "Tip of the Week," and walk-throughs for tax team members and external partners.
• Lead and facilitate training calls, demos, and troubleshooting sessions for cross functional teams.
• Maintain governance documentation related to libraries, retention, permissions, and process transitions.

Support for Tax Operations & Compliance - (in Doc Mgmt and NM Owner roles as Maint/Support)

• Process and tag monthly, quarterly, and annual tax return uploads (federal, state, SUT, 1042s, business licenses, etc.).-S, business licenses, etc.).
• Assist with entity management updates and tax-related data accuracy.
• Research issues across systems, identify root causes, and present solutions with clear communication to stakeholders.
• Support mailroom scanning initiatives, including QA, naming conventions, and process improvements.

Data Analysis & Reporting - (in Doc Mgmt and NM Owner roles as Maint/Support)

• Build complex spreadsheets for metadata mapping, retention analysis, repository sizing, entity comparisons, jurisdiction corrections, and workflow analysis.
• Prepare executive ready summaries, PowerPoint decks, and data visualizations to support leadership decision-making.
• Manage periodic reporting such as PLG weekly slides, repository counts, workload summaries, and transition tracking.

Project Management & Transition Support

• Lead or support multiple long-term initiatives including:

• Transition of records management to OpenText

• Notice Management optimization and AI enablement

• Tax hub restructuring & architecture

• Transition of responsibilities to GBS teams

• Tax box management and historical corrections

Maintain planner boards, project documentation, timelines, and cross team coordination.

• Experience with document management systems and digital workplace is also preferred;
• Bachelor's degree is required;
• SharePoint Online, ShareGate, Microsoft Teams, OneDrive, Windows Cloud PC, Citrix VDI, PowerApps, Power Automate;
• Information architecture, metadata modeling, retention management, document governance, taxonomy design, workflow optimization, data analysis;
• Advanced Excel (lookups, pivots, formulas), PDF management, SharePoint search schema;
• Stakeholder management, cross functional communication, training & enablement, process reengineering, project leadership, executive reporting.

Employees can expect to be paid a salary between $91,200 to $136,800. Additional compensation may include a bonus or commission (if relevant). Additional benefits include health care, vision, dental, retirement, PTO, sick leave, etc.. This salary range is merely an estimate and may vary based on an applicant's location, market data/ranges, an applicant's skills and prior relevant experience, certain degrees and certifications, and other relevant factors., Bayer offers a wide variety of competitive compensation and benefits programs. If you meet the requirements of this unique opportunity, and want to impact our mission Health for all, Hunger for none, we encourage you to apply now. Be part of something bigger. Be you. Be Bayer.

Modern Workplace / Information Management Specialist 872980 Whippany,New Jersey,United States Law, Patents, Compliance & Insurances At Bayer we're visionaries, driven to solve the world's toughest challenges and striving for a world where 'Health for all Hunger for none' is no longer a dream, but a real possibility. We're doing it with energy, curiosity and sheer dedication, always learning from unique perspectives of those around us, expanding our thinking, growing our capabilities and redefining 'impossible'. There are so many reasons to join us. If you're hungry to build a varied and meaningful career in a community of brilliant and diverse minds to make a real difference, there's only one choice., To all recruitment agencies: Bayer does not accept unsolicited third party resumes. Bayer is an Equal Opportunity Employer/Disabled/Veterans Bayer is committed to providing access and reasonable accommodations in its application process for individuals with disabilities and encourages applicants with disabilities to request any needed accommodation(s) using the contact information below. Equal Opportunity Employer Statement: Notice for U.S. Visitors: All information on this site is subject to compliance with local rule and regulations as they may vary from time to time and across different geographies, including, without limitation, U.S. Executive Orders.