Document Specialist

Job Description

• Copy, scan and store documents
• Check for accuracy and edit files, like contracts
• Review and update technical documents (e.g. manuals and workflows)
• Distribute project-related copies to internal teams
• File documents in physical and digital records
• Create templates for future use
• Retrieve files as requested by employees and clients
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive information and terms of agreement
• Prepare ad-hoc reports on projects as needed
• writing and maintaining all internal company processes, ensuring efficiency, consistency, and clarity across departments. If you have a keen eye for detail and a talent for simplifying complex workflows
• Collaborate with teams to map out and document processes clearly and accurately.
• Create and maintain standard operating procedures (SOPs), guidelines, and process workflows. Monitor and analyze existing processes to identify opportunities for improvement.
• Train employees on new or updated procedures.
• Regularly review documentation to ensure it remains current and aligned with company needs and regulations.

Job Requirements

• Strong writing skills with the ability to simplify complex processes.
• Proficiency in process mapping tools (e.g., Visio, Lucid chart) and documentation platforms (e.g., SharePoint, Confluence).
• Excellent analytical and organizational skills.
• Ability to work effectively in cross-functional teams.
• Proven work experience as a Document Controller or similar role
• Familiarity with project management
• Basic knowledge of labor and corporate law
• Hands-on experience with MS Office and MS Excel
• Knowledge of Electronic Document Management Systems (EDMS)
• Proficient typing and editing skills
• Data organization skills
• Attention to detail
• BSc degree in Project Management or relevant field