Document Control Specialist

AppleOne Employment Services; Palo Alto (CA); On-site; USD 41,000 - 48,000; Part time

Job summary

AppleOne Employment Services is seeking a Document Control Specialist for a contract/temporary role with a biotechnology/pharmaceutical client in Palo Alto, CA. The position focuses on organizing knowledge repositories, metadata, and governance to ensure information is accurate, searchable, compliant, and easy to use.

You will support version control, lifecycle management, SOP creation, and user-facing training materials while collaborating with cross-functional teams and subject matter experts

Qualifications

• 3 to 5 years of relevant experience in document control, knowledge management, records management, information governance, or related administrative support.
• Working knowledge of knowledge management, document management, content governance, and information lifecycle principles.
• Experience using SharePoint, Microsoft Teams, content management systems, document repositories, or similar collaboration platforms.
• Proficiency with Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.

Responsibilities

• Administer, organize, and maintain knowledge repositories, document libraries, and collaboration platforms to keep information current, accessible, and easy to navigate.
• Support document control processes, including version control, metadata application, records retention, archiving, and controlled document workflows.
• Apply and maintain metadata standards, taxonomies, naming conventions, and information governance practices to improve consistency and searchability.
• Conduct content reviews, quality checks, audits, and lifecycle management activities to strengthen accuracy, relevance, and compliance.
• Develop and maintain SOPs, job aids, training materials, FAQs, process documentation, and other user-facing resources.
• Partner with subject matter experts and business users to capture, validate, structure, and distribute institutional knowledge.

Skills

Knowledge management

Document control

Information governance

Metadata standards

Attention to detail

Communication skills

Multitasking

Organization

Education

Bachelor’s degree in Information Management, Library and Information Science, Business Administration, Information Systems, Communications, or related field

Tools

SharePoint

Microsoft Teams

Power BI

Job description

Job Summary

A biotechnology and pharmaceutical organization in Palo Alto, CA is seeking a Document Control Specialist for a contract/temporary opportunity. This role is ideal for a detail-oriented information management professional who enjoys improving how teams capture, organize, govern, and access business-critical content.

The Document Control Specialist will support knowledge management systems, document repositories, and collaboration platforms to ensure information is accurate, searchable, compliant, and easy to use. This is a strong opportunity to work in a collaborative, quality-focused environment with cross-functional teams, subject matter experts, and business users who rely on well-managed documentation to make informed decisions and operate efficiently.

Key Responsibilities

• Administer, organize, and maintain knowledge repositories, document libraries, and collaboration platforms to keep information current, accessible, and easy to navigate.
• Support document control processes, including version control, metadata application, records retention, archiving, and controlled document workflows.
• Apply and maintain metadata standards, taxonomies, naming conventions, and information governance practices to improve consistency and searchability.
• Conduct content reviews, quality checks, audits, and lifecycle management activities to strengthen accuracy, relevance, and compliance.
• Develop and maintain SOPs, job aids, training materials, FAQs, process documentation, and other user-facing resources.
• Partner with subject matter experts and business users to capture, validate, structure, and distribute institutional knowledge.

Compensation and Benefits

• Pay rate: $30 to $35 per hour.
• Job type: Contract/Temporary.
• Location: Palo Alto, CA.

Required Qualifications and Skills

• Maintain document repositories, knowledge libraries, and collaboration platforms for business-critical information.
• Support document management workflows, version control, metadata standards, retention, archiving, and content governance.
• Improve knowledge management processes through audits, reporting, cleanup, user feedback, and platform optimization.
• Create and update SOPs, job aids, process documentation, FAQs, training materials, and user support resources.
• 3 to 5 years of relevant experience in document control, knowledge management, records management, information governance, or related administrative support.
• Working knowledge of knowledge management, document management, content governance, and information lifecycle principles.
• Experience using SharePoint, Microsoft Teams, content management systems, document repositories, or similar collaboration platforms.
• Understanding of metadata, taxonomy, naming conventions, search optimization, records retention, and content quality standards.
• Proficiency with Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.
• Strong organizational, analytical, and problem-solving skills with excellent attention to detail.
• Strong written and verbal communication skills with the ability to create clear, user-friendly guidance.
• Ability to manage multiple priorities, deadlines, stakeholder needs, and cross-functional requests in a professional manner.

Preferred Qualifications

• Bachelor’s degree in Information Management, Library and Information Science, Business Administration, Information Systems, Communications, or a related field.
• Experience supporting enterprise knowledge management, document control, information governance, or digital workplace initiatives.
• Familiarity with reporting, analytics, or dashboard tools such as Power BI.
• Experience with workflow automation, process improvement, change management, or continuous improvement methodologies.
• Experience working in a regulated, compliance-driven, or global business environment.

Equal Opportunity Employer / Disabled / Protected Veterans

The Know Your Rights poster is available here: https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf

The pay transparency policy is available here: https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf

For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.

We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.

AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program. https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf

We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.