Documentation Specialist

Job Description

Job Description

Temp-to-Perm Documentation Specialist

Employment Type: Temp-to-Perm
Schedule: Full-time, onsite Monday through Friday
Hours: 8:45 AM to 5:00 PM with a one-hour lunch
Hourly Rate: $24 per hour

Location: Melville, NY

Position Overview

LHH is seeking a detail-oriented Documentation Specialist for a full-time, onsite temp-to-perm opportunity. This individual will be responsible for maintaining accurate and organized business documentation, processing documentation requests, supporting data entry and maintenance within an ERP system, and ensuring records are properly filed, tracked, and readily accessible.

The ideal candidate is highly organized, responsive, and comfortable managing multiple requests while maintaining accuracy and meeting deadlines.

Key Responsibilities

Documentation Management

• Process and fulfill product and business documentation requests.
• Monitor a shared documentation mailbox and respond to requests in a timely and professional manner.
• Maintain organized electronic records for agreements, pricing documentation, customer requirements, supplier information, and related business documents.
• Follow standardized file-naming, document-storage, version-control, and record-retention practices.
• Track document revisions, approvals, changes, completed actions, follow-ups, and next steps.
• Ensure current, approved documents are accessible to authorized team members.
• Assist with maintaining complete, accurate, and audit-ready documentation.
• Help prevent email backlogs by maintaining visibility within email threads and workflow-tracking tools.
• Support the development and maintenance of standard operating procedures related to documentation and data management.

ERP and Data Administration

• Enter, maintain, and update customer, supplier, product, pricing, inventory, agreement, and other master data within the company's ERP system.
• Review existing records for accuracy, completeness, and consistency.
• Identify and correct duplicate records, missing information, outdated data, and other discrepancies.
• Maintain established data-entry standards, naming conventions, and coding structures.
• Obtain and validate required information by partnering with internal departments.
• Maintain supporting documentation for changes made to critical data.
• Assist with periodic data audits and data-quality initiatives.

Agreement and Record Administration

• Enter and maintain agreement information within the ERP system and other applicable platforms.
• Verify customer and supplier information, product numbers, pricing, units of measure, contract volumes, effective dates, expiration dates, and delivery requirements.
• Monitor agreements for expirations, renewals, changes, and required updates.
• Maintain organized electronic records of agreements, amendments, approvals, and supporting documents.
• Assist with reporting on active, expiring, and completed agreements.

Reporting and Cross-Functional Support

• Prepare recurring and ad hoc reports using the ERP system, Excel, and other internal tools.
• Maintain reporting schedules and help ensure reports are completed accurately and on time.
• Identify missing information, discrepancies, and exceptions requiring follow-up.
• Communicate professionally and proactively when information is incomplete or inconsistent.
• Work closely with Sales, Customer Service, Purchasing, Accounting, Operations, Inventory, and other internal teams.
• Recommend improvements to documentation, data-entry, reporting, and workflow processes.

Qualifications

• Two or more years of experience in documentation, data management, ERP administration, contract administration, customer service administration, or a related field.
• Experience working with an ERP system required; SAGE experience is strongly preferred.
• Strong Microsoft Excel skills, including sorting, filtering, formulas, data validation, and reporting.
• Excellent attention to detail and commitment to accuracy.
• Strong organizational, analytical, and problem-solving skills.
• Ability to manage multiple requests, prioritize assignments, and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating with multiple departments.
• Ability to exercise sound judgment and handle confidential or commercially sensitive information appropriately.
• Dependable, adaptable, and willing to learn new systems and processes.

Pay Details: $24.00 per hour

Search managed by: Clare Rant

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to -privacy

The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.