Document Specialist

Job Title: Documentation Specialist / Document Control Specialist

Location: Tempe, AZ 85284 (100% On-site)

Duration: 6 Months Contract (No conversion or extension available at this time)

Work Schedule: Monday – Friday, 8:00 AM – 4:00 PM (40 hours/week, No Overtime)

Position Overview

The Documentation Specialist will support a high-priority global documentation integration project, collaborating directly with the Quality Systems and Global Integration teams. This role focuses on migrating and integrating legacy documentation from the previous WES system into the enterprise document control system.

The primary daily workflow involves downloading legacy documents, extracting and transcribing critical data into organized Microsoft Excel spreadsheets, and uploading/formatting records across document management platforms to ensure clean, searchable records for future reference.

Key Responsibilities

• Review, transcribe, and compile data from legacy documents (WES system) into structured Excel spreadsheets.
• Download and upload files across document control platforms ( SharePoint, OneVault, and MasterControl ).
• Facilitate document formatting, change request reviews, and approval routing in compliance with administrative standards.
• Maintain document notifications, tracking logs, and status updates within the electronic document management systems (EDMS).
• Consolidate disparate data into searchable, accessible formats for cross-functional quality and integration teams.
• Ensure high accuracy and data integrity across all entries and digital document files.

Required Qualifications

• Education: High School Diploma or equivalent required (Bachelor’s Degree preferred).
• Software Skills:
• Basic to intermediate proficiency in Microsoft Office, particularly Microsoft Excel (data entry, basic formulas, formatting, and file organization).
• Core Competencies: Exceptional attention to detail, strong organizational skills, and clear written/verbal communication.
• Work Authorization: Must be able to work 100% on-site in Tempe, AZ for the full 6-month duration.

Preferred Qualifications & "Nice-to-Haves"

• Experience: 1+ years of experience in document control, data entry, administrative documentation, or records management (candidates with strong attention to detail and office administration background will also be considered).
• Systems Experience: Hands-on experience with SharePoint, OneVault, or MasterControl (or similar EDMS/DMS tools such as Veeva, TrackWise, or Documentum).
• Industry Background: Prior experience in regulated industries such as Medical Device or Pharmaceuticals is highly preferred.
• Early Career / Academic: Bachelor's degree holders with relevant internship or co-op experience are strongly encouraged to apply.

Interview & Selection Process

• Interviews: Streamlined 1-round interview process.
• Ideal Candidate Profile: Detail-oriented, comfortable with repetitive data verification/entry tasks, adaptable with Microsoft tools, and committed to completing a 6-month on-site contract.

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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws.