Documentation Specialist

About the Role

MommyTech is seeking a detail-oriented, organized, and reliable Documentation Specialist to manage, prepare, review, and maintain company documents, records, and digital files. The successful candidate will help ensure documentation is accurate, accessible, properly organized, and maintained in accordance with company procedures. This role is ideal for candidates who are interested in document management, administrative support, records management, data processing, or business operations.

Key Responsibilities

• Prepare, review, edit, and format business documents, reports, forms, and other written materials.
• Organize, maintain, and update digital documents, records, and filing systems.
• Ensure documents are accurate, complete, consistent, and properly formatted before submission.
• Maintain document control procedures, including version tracking, naming conventions, and file organization.
• Upload, classify, index, and archive documents within company databases or document management systems.
• Verify information across documents and identify missing details, inconsistencies, or errors.
• Assist with converting, scanning, digitizing, and storing physical documents in electronic formats.
• Track document revisions, approvals, submission deadlines, and outstanding requests.
• Coordinate with internal departments to collect, verify, and update required documentation.
• Prepare document summaries, checklists, templates, and administrative reports when required.
• Ensure documents are distributed to the appropriate individuals or departments in a timely manner.
• Maintain confidentiality and handle sensitive company, customer, and employee information responsibly.
• Support internal audits and compliance activities by retrieving and organizing relevant records.
• Follow company documentation standards, record retention policies, and established procedures.
• Assist with improving document management workflows and administrative processes.
• Escalate documentation discrepancies or compliance concerns to the appropriate team member.

Requirements & Tech Stack

• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time management skills.
• Good written communication skills and proficiency in English.
• Proficiency in Microsoft Word, Excel, PowerPoint, or similar productivity tools.
• Ability to review, organize, and maintain large volumes of information efficiently.
• Good proofreading, formatting, and information verification skills.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving skills and willingness to learn new systems and procedures.
• Ability to handle confidential information with professionalism and discretion.
• Reliable, responsible, organized, and self-motivated attitude.
• Ability to work independently and collaborate effectively with team members.
• Previous experience in documentation, administration, data entry, records management, or office support is an advantage.
• Familiarity with PDF editing tools, cloud storage platforms, and digital document management systems is an advantage.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Information Management, Records Management, English, or a related field is preferred but not essential.