Document specialist
4 weeks ago
Job Summary : The Document Quality Checker and Coordinator will be responsible for ensuring the accuracy, completeness, and compliance of organizational documents.
This role will also serve as a key liaison between the organization and external/internal stakeholders, facilitating the smooth exchange of documents and information.
The successful candidate will ensure that all documents meet quality standards and help coordinate communication and document flow.
Key Responsibilities : Document Review & Verification : Re-check and verify the accuracy, consistency, and completeness of all documents submitted.
Ensure that documents comply with organizational and regulatory standards.
Correct any errors or inconsistencies in documentation before final approval.
Maintain version control and update documents as necessary.
Coordination & Communication : Serve as a point of contact between the organization and external/internal parties (e.g., clients, vendors, departments).
Coordinate the submission, review, and approval process for all documents.
Communicate document-related updates and deadlines to relevant stakeholders.
Manage inquiries related to documentation from both internal and external sources.
Document Management : Maintain an organized filing system for all document-related records.
Ensure proper documentation tracking and ensure files are up-to-date and accessible.
Assist in the creation of templates or forms for consistency in documentation.
Keep a log of document revisions and maintain document databases.
Quality Assurance : Review documents for formatting, grammar, and accuracy.
Ensure compliance with organizational policies, industry standards, and legal requirements.
Implement best practices for document management and maintain high-quality standards.
Process Improvement : Identify areas for improvement in document submission and review processes.
Recommend and implement solutions for improving efficiency and quality in documentation practices.
Work with team members to ensure streamlined communication and documentation processes.
Qualifications : Education : Bachelor’s degree in Business Administration, Document Management, or a related field preferred.
Experience : Proven experience in document control, quality assurance, or administrative roles.
Experience working as a liaison or coordinator is a plus.
Skills : Strong attention to detail and ability to spot errors in documentation.
Excellent organizational and time-management skills.
Strong communication and interpersonal skills.
Proficiency in Microsoft Office Suite (Word, Excel, Power Point) and document management systems.
Ability to work independently and manage multiple tasks simultaneously.
Preferred Qualities : Ability to work under pressure and meet tight deadlines.
High level of confidentiality and integrity in handling sensitive documents.
Analytical mindset with a focus on process optimization.
Work Environment : This is an office-based position with the potential for occasional remote work.
The role may require occasional travel for document handovers or meetings.
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