Documentation Specialist-Intern

Documentation Specialist-Intern

The Documentation Specialist-Intern plays a critical role in supporting the Quality Department by managing, maintaining, and continuously improving the Quality Management System (QMS). This position ensures that all quality documentation is accurate, compliant, and accessible, and that document control processes align with regulatory requirements and internal standards.

This position is part-time/temporary at approximately 20 hours per week.

Key Responsibilities and Duties:

• Document Control & Management
  • Maintain and organize QMS documentation including policies, procedures, work instructions, forms, and records.
  • Ensure timely review, revision, approval, and distribution of controlled documents.
  • Manage document lifecycle using electronic document management systems (EDMS).
• Quality System Support
  • Collaborate with cross-functional teams to ensure documentation supports quality objectives and compliance.
  • Assist in internal and external audits by providing required documentation and records.
  • Monitor and report on document compliance metrics and trends.
• Continuous Improvement
  • Identify opportunities to streamline documentation processes and improve system efficiency.
  • Support the implementation of QMS improvements and corrective actions related to documentation.
  • Participate in quality initiatives and projects to enhance overall system performance.
• Training & Communication
  • Provide guidance and training to staff on document control procedures and QMS requirements.
  • Communicate changes in documentation and QMS updates effectively across departments.
  • Perform other duties as assigned.

Experience/Education/Skills:

• Associate or bachelor's degree in a related field preferred (e.g., Quality, Business Administration, Life Sciences). Candidates without a degree may also be considered with 5+ years of directly related experience in documentation control or quality systems.
• 2+ years of experience in documentation control or quality systems, preferably in a regulated industry.
• Strong ability to work independently and collaboratively in a fast-paced environment.
• Technical writing experience preferred.
• Perform accurate and efficient document creation and formatting using strong typing skills.
• Strong understanding of QMS standards (e.g., ISO 9001:2015).
• Proficiency with document management systems, SharePoint, and Microsoft Office Suite.
• Excellent attention to detail, organizational, and communication skills.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to stand and sit; demonstrate manual dexterity; reach with hands and arms and talk and hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

• Office environment with some production exposure.
• PPE to include hearing protection, gloves, safety glasses, proper footwear, etc. is provided and required.

Work Hours: To be Determines-estimated at 20 hours per week

Travel · Local Travel (5-10%): Required for Quality support at local vendors.

Preferred Qualifications:

• Familiarity with non-durable goods manufacturing terminology and processes.
• Experience with document control software or content management systems.
• Knowledge of regulatory requirements relevant to manufacturing documentation (e.g., ISO standards).
• Previous internship or work experience in a manufacturing or technical documentation role.
• Basic understanding of quality management systems and compliance documentation.

Responsibilities:

• Assist in drafting, editing, and formatting technical documents, manuals, and standard operating procedures (SOPs) related to manufacturing processes.
• Organize and maintain document repositories to ensure easy retrieval and version control of all manufacturing documentation.
• Collaborate with engineering, quality assurance, and production teams to gather accurate information and update documentation accordingly.
• Support compliance efforts by ensuring all documents meet regulatory and company standards for accuracy and completeness.
• Participate in audits and reviews of documentation to identify gaps and recommend improvements.

Skills:

The required skills such as strong written communication and proficiency with Microsoft Office are essential for creating clear, accurate, and well-organized documentation that supports manufacturing operations. Attention to detail ensures that all documents are error-free and compliant with industry standards, which is critical in a regulated manufacturing environment. Collaboration skills enable effective communication with cross-functional teams to gather necessary information and update documents promptly. Preferred skills like familiarity with document control software and regulatory knowledge enhance the ability to manage complex documentation workflows and ensure compliance with quality standards. Together, these skills facilitate the production of high-quality documentation that supports operational efficiency and regulatory adherence on a daily basis.

QED Technologies is an Equal Opportunity Employer