Documentation Specialst

Key Responsibilities

• Create, update, format, and maintain company documents, procedures, forms, reports, and records.
• Review documents for accuracy, completeness, consistency, grammar, and formatting.
• Organize and maintain digital documentation using established filing structures and naming conventions.
• Manage document versions and ensure teams have access to the most current approved documentation.
• Enter, update, and maintain document-related information in internal databases and document management systems.
• Assist with document creation, editing, proofreading, and quality control.
• Coordinate document reviews and approvals with internal teams and stakeholders.
• Track document changes, revisions, approvals, and publication status.
• Ensure documentation follows established company standards, templates, and procedures.
• Assist with digitizing, indexing, and organizing existing documents and records.
• Maintain accurate documentation logs, trackers, and reports.
• Identify outdated, duplicate, incomplete, or inconsistent documentation and coordinate appropriate updates.
• Support audits, compliance reviews, and documentation requests as needed.
• Handle confidential and sensitive information with appropriate discretion.
• Collaborate with operations, HR, finance, product, engineering, and other departments to gather and verify information.
• Assist with improving documentation workflows, templates, and information-management processes.
• Support special documentation projects and other administrative tasks as assigned.

Requirements & Tech Stack

• Entry-Level / Junior candidates are welcome to apply.
• 0–3+ years of experience in documentation, administration, records management, data entry, technical writing, or a related field.
• Strong written English and excellent proofreading skills.
• Exceptional attention to detail and accuracy.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office or Google Workspace.
• Familiarity with document management, collaboration, or knowledge-management platforms is a plus.
• Experience with spreadsheets, databases, content management systems, or workflow tools is a plus.
• Ability to organize and manage large amounts of information.
• Strong communication and interpersonal skills.
• Ability to identify inconsistencies, errors, and missing information.
• Ability to handle confidential and sensitive information professionally.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently and collaborate effectively with distributed teams.
• Reliable, organized, and proactive work ethic.
• Willingness to learn new software, documentation tools, and company processes.
• Fluent in English.
• Based in the United States and legally authorized to work in the U.S.
• Able to work effectively in a fully remote environment.
• Reliable internet connection and a suitable home office setup.