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Documentation Specialist job description

A Documentation Specialist is a professional who oversees administrative work in an office setting to organize and manage office documents. 

Use this Documentation Specialist job description to advertise your vacancies and find qualified candidates. Feel free to modify responsibilities and requirements based on your needs.

Documentation Specialist responsibilities include:

  • Organizing archival systems
  • Labeling, sorting, and categorizing documents for ease of use
  • Retrieving documents upon request

Job brief

We are looking for a Documentation Specialist to join our team and lead the long-term storage strategy and organization of our organization’s documents for easy access for our various departments and teams. 

Documentation Specialist responsibilities include working with colleagues to ensure the consistency of documents, training employees on document usage, and organizing documents across the organization. 

Ultimately, you will work with team members across the organization to ensure our organization’s documents are organized and easily accessible. 


  • Outline a long-term storage strategy
  • Adhere to regulatory requirements
  • Work with colleagues to ensure consistency of documentation practice across the company
  • Train employees on efficient documentation usage
  • Assist with both internal and external audits
  • Ensure documentation integrity
  • Control access to documents

Requirements and skills

  • Proven work experience as a Documentation Specialist or similar role
  • Outstanding organizational skills
  • Multitasking ability
  • Attention to detail
  • Excellent written and verbal communication
  • Relevant training and/or certifications as a Documentation Specialist

Frequently asked questions

What does a Documentation Specialist do?

A Documentation Specialist manages office documents and organizes archived documents for coworkers, which may require them to train employees on how to find and utilize different documents as needed.

What are the duties and responsibilities of a Documentation Specialist?

A Documentation Specialist has many responsibilities, such as labeling documents, outlining long-term storage strategies, and training employees on document usage.

What makes a good Documentation Specialist?

A good Documentation Specialist must have excellent organizational skills since they are responsible for the storage and retrieval of documents across the organization. They also need good written and verbal communication skills, as they must talk with employees across the organization to ensure they have access to necessary information as needed.

Who does a Documentation Specialist work with?

A Documentation Specialist will work with many professionals like Office Administrators to ensure documents are organized and easily accessible.

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