Quality Documentation Coordinator Job Description [Updated for 2025]

In an era of heightened emphasis on quality, the role of Quality Documentation Coordinators is more crucial than ever.

As businesses strive for improved efficiency, the demand for skilled professionals who can organize, manage, and ensure the quality of documentation continues to surge.

But let’s delve deeper: What exactly is expected from a Quality Documentation Coordinator?

Whether you are:

• A job seeker trying to understand the nuances of this position,
• A hiring manager defining the perfect candidate,
• Or simply interested in the intricacies of quality documentation coordination,

You’ve come to the right place.

Today, we present a fully customizable Quality Documentation Coordinator job description template, designed for effortless posting on job boards or career sites.

Let’s dive in.

Quality Documentation Coordinator Duties and Responsibilities

Quality Documentation Coordinators play a critical role in ensuring that an organization’s document control processes meet quality standards and are in compliance with regulatory requirements.

They manage and oversee the creation, approval, distribution, and storage of company documents.

Their duties and responsibilities include:

• Establishing and implementing document control processes and procedures for the organization
• Managing and maintaining documents to ensure accuracy, quality and integrity
• Coordinating with different departments to ensure that all documents are kept in the right location and are accessible to all personnel
• Ensuring all documents are updated and approved before distribution
• Conducting periodic audits and reviews of the document control system
• Maintaining a list of all documents and their revisions
• Training staff in the use of the document control system
• Ensuring compliance with regulatory bodies in relation to document control and management
• Assisting in the preparation and updating of standard operating procedures
• Handling document storage and retrieval requests
• Addressing issues and questions related to document control

 

Quality Documentation Coordinator Job Description Template

Job Brief

We are seeking a highly organized and detail-oriented Quality Documentation Coordinator to oversee our company’s document management procedures and standards.

The responsibilities of this role include maintaining and controlling quality documents, ensuring adherence to regulatory standards and internal guidelines, and aiding in the implementation of quality control procedures.

Our ideal candidate has a solid understanding of document control procedures, excellent organizational skills, and the ability to manage multiple tasks simultaneously.

 

Responsibilities

• Develop and maintain document control processes for the efficient management and recording of quality documentations.
• Ensure all documentation meets formal requirements and required standards.
• Organize and maintain all quality documents and records in a systematic and accessible manner.
• Coordinate with various departments to ensure that all quality-related documents are up to date and accurately reflect current processes and procedures.
• Assist in the implementation of quality control procedures and the preparation of quality reports.
• Conduct document audits to ensure compliance with regulatory requirements and internal policies.
• Provide training and guidance to staff on document control procedures and policies.

 

Qualifications

• Proven experience as a Quality Documentation Coordinator or similar role.
• Strong knowledge of document control processes and procedures.
• Highly organized and detail-oriented.
• Proficient in MS Office and document control software.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and handle multiple projects simultaneously.
• Excellent time management skills.
• High school diploma; additional qualifications in Office Administration or relevant field will be a plus.

 

Benefits

• Health, dental, and vision insurance
• 401(k) retirement plan
• Paid time off
• Professional development assistance
• Flexible work schedule

 

Additional Information

• Job Title: Quality Documentation Coordinator
• Work Environment: This position is primarily office-based with occasional visits to other departments or off-site locations.
• Reporting Structure: Reports to the Quality Assurance Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $45,000 to $65,000 annually
• Location: [City, State]
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Quality Documentation Coordinator Do?

Quality Documentation Coordinators are professionals who are primarily responsible for managing and coordinating all aspects of quality documentation within an organization.

They are responsible for developing, implementing, and maintaining the company’s documentation system.

This includes creating and revising procedures, protocols, and standards for document creation, storage, and retrieval.

They work closely with various departments to ensure that all documentation meets regulatory and company standards.

They may also coordinate with external auditors to facilitate compliance audits.

Quality Documentation Coordinators also review and analyze documentation for completeness, accuracy, and compliance with regulations.

They often are tasked with identifying gaps and inconsistencies in documentation and taking corrective actions to address these issues.

Additionally, they may be responsible for training staff on the use of the documentation system and on the importance of maintaining accurate and up-to-date records.

In some cases, Quality Documentation Coordinators may also be involved in quality assurance tasks, such as performing internal audits and tracking corrective and preventive actions.

They are also expected to stay updated on changes in industry standards and regulations.

The ultimate aim of a Quality Documentation Coordinator is to ensure the company’s documentation is accurate, complete, and in compliance with all relevant regulations, thereby contributing to the company’s overall efficiency and productivity.

 

Quality Documentation Coordinator Qualifications and Skills

A Quality Documentation Coordinator should possess a unique blend of technical and soft skills, along with industry-specific knowledge to ensure compliance with regulatory standards and improve operational efficiency, such as:

• Understanding of quality assurance protocols and standards to ensure all documentation is accurately maintained and regularly updated.
• Exceptional attention to detail and organizational skills for managing large volumes of documentation and data, and ensuring accuracy and consistency in records.
• Strong written and verbal communication skills to clearly articulate complex information in an understandable manner, and collaborate effectively with internal and external stakeholders.
• Proficiency in using document management systems and other relevant software to create, manage, and store documents efficiently.
• Problem-solving skills to identify and rectify discrepancies in documents, and to troubleshoot issues related to documentation processes.
• Ability to work under tight deadlines and prioritize tasks effectively, demonstrating excellent time-management skills.
• Analytical skills to review documents for compliance with regulatory standards, and to assess the effectiveness of existing documentation processes.
• Interpersonal skills to collaborate with multiple teams and stakeholders in ensuring the quality of the documents.
• Knowledge of the specific industry regulations and best practices for document management to ensure all documentation meets the necessary requirements.

 

Quality Documentation Coordinator Experience Requirements

Entry-level candidates for the role of Quality Documentation Coordinator typically have 1 to 2 years of experience, often gained through internships or part-time roles in quality control, documentation, or administrative positions.

They should have a solid understanding of the importance of documentation, compliance and regulatory standards.

Candidates with more than 3 years of experience in quality documentation coordination often have developed strong technical writing skills, attention to detail, and an understanding of quality control processes.

They are likely to have experience in creating, maintaining, and updating quality manuals, procedures, and specifications.

Those with more than 5 years of experience in this role usually have a proven track record in managing and coordinating documentation in compliance with regulatory standards.

They may have leadership experience and have had responsibility for training and guiding teams on quality documentation processes.

This level of experience prepares them for senior or management roles in the quality documentation field.

 

Quality Documentation Coordinator Education and Training Requirements

A Quality Documentation Coordinator typically requires a bachelor’s degree in a relevant field such as business administration, quality assurance or a related field.

They also need a strong background in document control and familiarity with systems like Microsoft Office, Adobe Acrobat, and content management systems.

Some roles, particularly those in regulated industries such as pharmaceuticals or medical devices, may require Quality Documentation Coordinators to have specific knowledge of regulatory standards like ISO 9001, FDA regulations, and other quality systems.

Given the meticulous nature of this role, candidates with strong organizational skills, an eye for detail, and excellent written and verbal communication abilities are preferred.

Some positions may also require prior experience in quality assurance or document management, and familiarity with auditing processes.

Although not mandatory, candidates may pursue certification in quality management, such as Certified Quality Auditor (CQA) or Certified Document Control Professional (CDCP), to enhance their career prospects.

Continuous professional development through additional training and courses is encouraged to stay updated with the latest regulations, standards, and best practices in the field of quality documentation.

 

Quality Documentation Coordinator Salary Expectations

A Quality Documentation Coordinator can expect to earn an average salary of $51,654 (USD) per year.

The salary can vary depending on factors such as years of experience, specialized knowledge, and the industry in which they are employed.

 

Quality Documentation Coordinator Job Description FAQs

What are the essential skills for a Quality Documentation Coordinator?

Quality Documentation Coordinators should have excellent organizational skills and attention to detail.

They should be proficient in using various documentation tools and software.

Additionally, they should possess strong written and verbal communication skills to effectively interact with different departments and compile clear and concise documents.

Understanding of regulatory standards and quality control processes is also necessary for this role.

 

Do Quality Documentation Coordinators need specific qualifications?

Quality Documentation Coordinators typically need a bachelor’s degree in a related field such as Business Administration or Quality Management.

Prior experience in quality control, document management, or in a regulatory environment could be beneficial.

Knowledge of industry-specific regulations could also be required depending on the sector.

 

What should I look for in a Quality Documentation Coordinator resume?

A Quality Documentation Coordinator resume should display strong organization and communication skills, and familiarity with documentation and quality control processes.

Look for experience in creating, managing, and maintaining documentation, and evidence of knowledge in relevant regulations.

Proficiency in relevant documentation software or tools would be a plus.

 

What are the key responsibilities of a Quality Documentation Coordinator?

The main responsibilities of a Quality Documentation Coordinator include creating, reviewing, and updating quality documentation.

They ensure that the documentation meets regulatory standards and company policies.

They also manage document storage systems, maintaining their accuracy and accessibility.

Coordinators often liaise with different departments to gather information and clarify details for documentation.

 

What qualities make a good Quality Documentation Coordinator?

A good Quality Documentation Coordinator is detail-oriented and highly organized.

They are adept at multitasking, managing multiple documents and projects concurrently.

They possess strong communication skills, making them capable of liaising effectively with different teams.

Good Quality Documentation Coordinators also have a thorough understanding of regulatory requirements and quality standards relevant to their industry.

 

Conclusion

And there you have it.

We’ve unveiled the ins and outs of being a Quality Documentation Coordinator.

Surprising, isn’t it?

It’s not just about handling documents.

It’s about maintaining the highest standards of quality, one document at a time.

With our go-to Quality Documentation Coordinator job description template and real-world examples, you’re prepared to make your move.

But why settle for just that?

Delve deeper with our job description generator. It’s your next step towards creating laser-sharp job listings or refining your resume to perfection.

Remember:

Every document plays a role in the larger quality assurance system.

Let’s uphold quality. Together.

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