Documentation Specialist

JOB PURPOSE

The Documentation & ISO Management Executive is responsible for creating, maintaining, controlling, and continuously improving all organizational documentation systems. This role serves as the primary custodian of ISO-related documentation while ensuring that company-wide documentation practices comply with applicable quality standards, regulatory requirements, and internal policies. The executive plays a pivotal role in supporting audit readiness, process standardization, and knowledge management across all departments.

KEY RESPONSIBILITIES

A. ISO Documentation Management

•       Develop, implement, and maintain the Document Management System (DMS) in alignment with ISO 9001, ISO 14001, ISO 45001, or other applicable standards.

•       Draft, review, revise, and approve ISO-related documents including Quality Manuals, Standard Operating Procedures (SOPs), Work Instructions, Forms, and Records.

•       Ensure all ISO documents carry correct version numbers, effective dates, review cycles, and approval signatures.

•       Maintain the Master Document List (MDL) and Document Distribution Matrix.

•       Coordinate internal and external audits by preparing audit documentation packs, corrective action trackers, and audit trail logs.

•       Monitor document review schedules and initiate timely reviews/renewals of critical ISO documents.

•       Support management review meetings by preparing relevant quality documentation and performance data.

•       Facilitate Document Change Requests (DCRs), ensure proper routing for approvals, and archive superseded documents.

B. Company Documentation Management

•       Manage all corporate documents including HR policies, contracts, MOUs, agreements, board resolutions, and administrative records.

•       Maintain a centralized, secure, and easily retrievable document repository (physical and digital).

•       Design and enforce document naming conventions, folder structures, classification schemes, and retention schedules.

•       Coordinate with department heads to collect, review, and file department-specific documentation on time.

•       Ensure timely distribution of updated company policies and acknowledgement collection from employees.

•       Manage document security — assign access permissions and ensure confidential documents are appropriately restricted.

•       Prepare and maintain organizational charts, process maps, and procedure flowcharts as needed.

C. Compliance & Regulatory Documentation

•       Ensure documentation meets statutory, regulatory, and client-specific requirements.

•       Liaise with legal, compliance, and external consultants for regulatory documentation needs.

•       Track and update regulatory submissions, licenses, certifications, and their renewal calendars.

•       Maintain records of Non-Conformance Reports (NCRs), Corrective and Preventive Actions (CAPAs), and their closure evidence.

D. Process Improvement & Training

•       Identify gaps and inefficiencies in existing documentation processes and recommend improvements.

•       Train employees on documentation standards, version control, and record retention best practices.

•       Prepare instructional materials, flowcharts, and SOPs for document control processes.

•       Drive digitization initiatives for converting paper-based records to electronic formats.