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Title
Text copied to clipboard!Documentation Specialist
Description
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We are looking for a Documentation Specialist to join our team and ensure the accurate creation, organization, and maintenance of company documents. The ideal candidate will have a keen eye for detail, excellent organizational skills, and a strong understanding of document control systems and best practices. This role is essential in maintaining the integrity and accessibility of critical information across departments.
As a Documentation Specialist, you will be responsible for developing and implementing document control procedures, ensuring compliance with internal and external standards, and supporting teams in the preparation and formatting of technical and administrative documents. You will work closely with various departments, including engineering, quality assurance, legal, and operations, to ensure that all documentation is up-to-date, properly stored, and easily retrievable.
Your duties will include reviewing and editing documents for accuracy and consistency, managing version control, and training staff on document management systems. You will also be responsible for archiving obsolete documents and ensuring that sensitive information is handled in accordance with company policies and regulatory requirements.
To succeed in this role, you should have experience with document management software, strong communication skills, and the ability to work independently and collaboratively. A background in technical writing, records management, or a related field is highly desirable.
This position offers an opportunity to play a key role in the efficiency and compliance of our organization. If you are detail-oriented, proactive, and passionate about documentation, we encourage you to apply.
Responsibilities
Text copied to clipboard!- Create, edit, and format technical and administrative documents
- Implement and maintain document control procedures
- Ensure compliance with internal and external documentation standards
- Manage version control and document revisions
- Organize and archive obsolete or outdated documents
- Train staff on document management systems and best practices
- Collaborate with departments to gather and verify documentation
- Maintain confidentiality and security of sensitive information
- Audit documentation for accuracy and completeness
- Support internal and external audits with required documentation
Requirements
Text copied to clipboard!- Bachelor’s degree in a relevant field or equivalent experience
- Proficiency in document management software (e.g., SharePoint, Documentum)
- Excellent written and verbal communication skills
- Strong attention to detail and organizational skills
- Ability to manage multiple tasks and meet deadlines
- Experience with technical writing or records management
- Knowledge of regulatory and compliance standards
- Ability to work independently and in a team environment
- Familiarity with formatting and style guides
- Problem-solving and critical thinking abilities
Potential interview questions
Text copied to clipboard!- What document management systems have you used in previous roles?
- Can you describe your experience with version control?
- How do you ensure accuracy and consistency in documentation?
- Have you ever developed or improved a document control process?
- How do you handle confidential or sensitive information?
- What steps do you take to stay organized when managing large volumes of documents?
- Describe a time you supported an audit with documentation.
- How do you train others on document management procedures?
- What challenges have you faced in documentation and how did you overcome them?
- Are you familiar with any industry-specific documentation standards?
