Job Purpose
The Document and Process Coordinator is responsible for managing organizational documentation, maintaining process standardization, and supporting continuous improvement initiatives. The role ensures all documents are controlled, accurate, and aligned with internal standards and applicable quality management systems.
Role And Responsibilities
- Document Control & Management
- Maintain and control all company documents in line with document control procedures
- Ensure proper version control, revision history, and approval workflows
- Manage document storage in centralized systems (e.g., SharePoint or internal QMS portal)
- Ensure obsolete documents are removed and archived appropriately
- Support document issuance, updates, and distribution across departments
- SOP & Process Documentation
- Draft, format, and update SOPs, work instructions, and policies
- Ensure documents follow standard structure (Purpose, Scope, Responsibilities, Procedure, etc.)
- Align documentation with ISO standards (ISO 9001 / ISO 13485 / ISO 14001 where applicable)
- Coordinate with departments to capture accurate process flows
- Process Mapping & Improvement
- Develop process maps, flowcharts, and workflows using tools like Visio or Draw.io
- Identify process gaps, inefficiencies, and risks
- Support process improvement initiatives and standardization efforts
- Ensure consistency across departments in documentation and execution
- Review & Quality Assurance
- Review documents for accuracy, completeness, and formatting before approval
- Ensure compliance with company policies and regulatory requirements
- Support internal audits by preparing and organizing required documents
- Track corrective actions related to documentation and process gaps
- Coordination & Follow-ups
- Liaise with department heads for document updates and approvals
- Track pending approvals and ensure timely closure
- Support management in preparing reports, presentations, and operational documents
- Assist in maintaining audit readiness across all departments
Qualifications & Skills
- Bachelor's degree in Business Administration, Quality Management, or related field
- 2–5 years of experience in documentation, process coordination, or quality roles
- Strong knowledge of document control and QMS requirements
- Proficient in Microsoft Office (Word, Excel, PowerPoint)
- Experience with process mapping tools (Visio, Lucidchart, etc.)
- Strong attention to detail and organizational skills
- Good communication and coordination abilities
