Process Document Specialist

Role Overview

• The Process Document Specialist is responsible for creating, maintaining, and managing standardized process documentation across the organization.
• This role ensures that all business processes are clearly documented, version-controlled, and accessible through a centralized document management system.
• The specialist collaborates with cross-functional teams to capture workflows, develop SOPs, and support compliance and operational efficiency.

Role & responsibilities

• Develop and maintain standard operating procedures (SOPs), process maps, manuals, and training materials.
• Ensure consistency in formatting, terminology, and structure across all documents.
• Translate complex processes into clear, user-friendly documentation.
• Work with process owners and subject matter experts to gather information.
• Conduct interviews and workshops to capture end-to-end workflows.
• Identify gaps and recommend improvements in existing documentation.
• Upload, organize, and manage documents in DMS platforms (e.g., SharePoint, OpenText, M-Files).
• Implement version control, access permissions, and archival procedures.
• Ensure compliance with internal and external documentation standards.
• Review and edit documents for accuracy, completeness, and compliance.
• Conduct periodic audits to ensure documentation is current and relevant.
• Support internal and external audits by providing required documentation.

Preferred candidate profile

• Bachelors degree in Business Administration, Technical Writing, Information Management, or related field.
• Proven experience in process documentation and document control.
• Proficiency in tools like Microsoft Office, Visio, Lucidchart, and DMS platforms.
• Strong analytical and communication skills.
• Attention to detail and commitment to quality.
• Ability to work independently and collaboratively across teams.
• Familiarity with ISO standards or other regulatory frameworks.
• Experience in industries like manufacturing, IT services, or healthcare.
• Exposure to Lean, Six Sigma, or other process improvement methodologies.