Document Specialist Jobs

About The Position

Requirements

• At least 4 years of experience in document control, records management, technical administration, or a related field.
• Experience maintaining controlled records and managing document revisions in an electronic filing or document management system.
• Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat, AutoCAD, and CorelDRAW.
• Ability to learn and effectively use new software applications and document management tools.
• Authorization to work in the United States, with employment eligibility verification completed as required by law.
• Strong written and verbal communication skills, including excellent grammar, spelling, and proofreading abilities.
• Ability to write, edit, and organize technical information into clear, concise, easy-to-follow documentation.
• Strong attention to detail and commitment to document accuracy, consistency, and revision control.
• Excellent organizational, time-management, and recordkeeping skills.
• Ability to manage multiple assignments and competing priorities while meeting deadlines.
• Proficiency in data entry, document formatting, electronic filing, and information retrieval.
• Ability to read and interpret technical specifications, engineering drawings, electrical schematics, parts lists, and work instructions.
• Ability to communicate effectively with technical and nontechnical personnel across multiple departments.
• Strong problem-solving skills and a proactive approach to identifying documentation gaps and process improvements.
• Ability to adapt to changing priorities, learn new software applications, and implement improved work practices.
• Ability to work independently and contribute effectively to a collaborative team environment.
• Commitment to maintaining confidentiality, following established procedures, and handling controlled records responsibly.

Nice To Haves

• Proven track record of technical writing, editing, or technical documentation experience.
• Experience in an electrical, mechanical, industrial, or manufacturing environment.
• Familiarity with electrical schematics, engineering drawings, bills of materials, parts lists, and technical specifications.
• Experience developing standard operating procedures, work instructions, installation manuals, or maintenance documentation.
• Familiarity with document revision control, change management, and controlled record retention.
• Experience supporting quality management systems or working with documented manufacturing processes.

Responsibilities

• Maintain an organized document control system so technical documents and records are identified, stored, tracked, and retrievable.
• Distribute the latest approved revisions of drawings, procedures, work instructions, manuals, and other controlled documents to designated personnel.
• Remove obsolete or superseded documents from active use and archive them appropriately.
• Maintain document revision histories, approval records, and change documentation in accordance with company procedures.
• Establish, implement, and maintain standardized document control and revision management processes.
• Review documents for completeness, accuracy, consistency, and compliance with internal procedures and customer requirements.
• Maintain electronic document databases and filing systems to support retrieval, traceability, and record retention.
• Identify missing, incomplete, inaccurate, or outdated information and coordinate corrections with appropriate personnel.
• Perform data entry, document formatting, scanning, filing, and other document-control administrative tasks.
• Follow document-control policies, procedures, and recordkeeping requirements.
• Collaborate with technicians, engineers, and production personnel to develop clear, accurate, user-friendly technical documentation.
• Write, edit, and update standard operating procedures, work instructions, technical manuals, installation guides, maintenance instructions, and related publications.
• Translate technical information into practical documentation for its intended audience.
• Review engineering drawings, schematics, flowcharts, sketches, parts lists, specifications, product samples, and other technical information to develop documentation.
• Research manufacturing processes, product technologies, equipment operation, and maintenance requirements for documentation development.
• Interview engineering and production personnel to gather technical information and verify documented processes.
• Organize technical content for clarity, accuracy, consistency, terminology, and formatting.
• Review existing documentation and recommend revisions to improve its accuracy, usability, organization, and effectiveness.
• Ensure technical documents reflect current manufacturing processes, product configurations, and approved engineering changes.
• Assist with developing and standardizing documentation templates, formatting guidelines, and technical writing practices.
• Work with engineering, production, quality, and other departments to identify documentation needs and maintain consistent information across departments.
• Support implementation of document-control procedures that improve workflow, accountability, and access to current information.
• Identify opportunities to improve documentation processes, reduce errors, and increase operational efficiency.
• Coordinate document updates resulting from process changes, product revisions, corrective actions, or customer requirements.
• Perform other related duties as assigned by authorized management personnel.