Document Control Specialist – Versioning and Records Management

GradeBuzz; Detroit (MI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Structured onboarding and training

Opportunities for professional growth

Flexible working arrangements

Cross-functional collaboration

Job summary

GradeBuzz in Detroit is seeking a detail-oriented Document Control Specialist focused on versioning and records management. You will organize digital documents, maintain accurate records, and ensure access for authorized team members.

The role emphasizes maintaining version histories, metadata accuracy, and compliance with internal procedures. Entry-level candidates with strong computer skills and a willingness to learn are welcome. On-site or hybrid options may be available.

Qualifications

• High school diploma or equivalent required; degree is a plus.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Experience with document versioning and electronic records is a plus.
• Proficiency with Word, Excel, Google Docs/Sheets or similar tools.

Responsibilities

• Organize and maintain digital documents in line with procedures.
• Maintain version histories and track revisions and approvals.
• Ensure proper access control and confidentiality of records.
• Support audits and compliance checks with accurate records.
• Coordinate with teams for document retrieval and updates.

Skills

Attention to detail

Organizational skills

Communication skills

Version control basics

MS Office proficiency

Cloud storage familiarity

Time management

Willingness to learn

Education

High school diploma or equivalent

Bachelor's degree in business administration / information management / office administration / records management (advantage)

Tools

Microsoft Word

Microsoft Excel

Google Docs

Google Sheets

Job description

1. Job Summary

GradeBuzz is seeking a detail-oriented, organized, and dependable Document Control Specialist - Versioning and Records Management to manage digital documents, maintain accurate records, and ensure that all organizational files are properly stored, updated, tracked, and accessible to authorized team members.

The successful candidate will play an important role in maintaining document accuracy, consistency, and traceability across departments. This position involves managing document versions, monitoring revisions, organizing electronic records, maintaining document registers, and ensuring that employees use the most current and approved versions of documents.

The ideal candidate will have strong organizational skills, a commitment to accuracy, and the ability to manage multiple documents and deadlines efficiently. They should be comfortable working with digital filing systems, document management platforms, spreadsheets, and standard office productivity tools.

This role is suitable for candidates who enjoy structured administrative work, digital recordkeeping, information management, and process improvement. Depending on operational requirements, GradeBuzz may consider entry-level candidates who demonstrate strong computer skills, attention to detail, and a willingness to learn.

2. Key Responsibilities

Document Management and Organization

Create, organize, classify, and maintain digital documents in accordance with established company procedures.

Ensure that files are stored in the correct folders, directories, and document management systems.

Maintain a consistent naming convention for files to support efficient searching and retrieval.

Organize documents according to categories, departments, project names, dates, and document types.

Review existing records to identify missing information, duplicate files, outdated documents, and organizational inconsistencies.

Ensure that important business records remain complete, accurate, and accessible to authorized employees.

Document Version Control

Maintain accurate version histories for documents, including policies, procedures, reports, templates, forms, and project records.

Track document revisions and record relevant details, including revision dates, version numbers, change descriptions, and approval status.

Ensure that updated documents replace outdated working copies in the appropriate locations.

Help prevent the accidental use of obsolete, unapproved, or incorrect document versions.

Maintain revision logs and document change registers to provide a clear history of updates.

Coordinate with document owners and relevant team members to verify that revisions have been reviewed and approved before publication.

Apply established version-control procedures consistently across all assigned records.

Records Management and Data Accuracy

Maintain electronic records in an orderly, searchable, and reliable format.

Enter document information into tracking spreadsheets, registers, databases, and document management systems.

Verify document titles, reference numbers, dates, categories, and other metadata for completeness and accuracy.

Monitor document retention requirements and assist with archiving or disposal procedures in accordance with approved company policies.

Support the retrieval of historical records when required for internal reviews, audits, reporting, or operational purposes.

Identify incomplete or inconsistent records and coordinate corrections with the appropriate employees.

Maintain accurate logs of document creation, review, approval, distribution, and archival activities.

Access Control and Confidentiality

Follow company procedures for document access, storage, sharing, and confidentiality.

Ensure that sensitive business information is handled only through approved systems and shared with authorized personnel.

Assist with maintaining access permissions and document distribution lists, where authorized.

Avoid unauthorized changes, deletions, duplication, or distribution of controlled documents.

Report suspected document discrepancies, unauthorized access, or potential information‑handling issues to the appropriate supervisor.

Follow applicable data protection requirements and internal information security policies.

Quality Assurance and Compliance Support

Conduct routine checks to ensure documents follow approved formatting, naming, filing, and version-control standards.

Assist in preparing records for internal audits, compliance reviews, and management inspections.

Confirm that required approvals and supporting documentation are available before records are finalized.

Help maintain documentation procedures, checklists, templates, and work instructions.

Support periodic reviews of document management practices and recommend improvements where appropriate.

Follow established procedures for maintaining the integrity, authenticity, and traceability of company records.

Cross-Functional Coordination

Collaborate with administrative, operations, project, quality, and other relevant teams to collect and update documents.

Respond to requests for document retrieval, status updates, and version verification.

Notify relevant employees when revised or approved documents become available.

Follow up on pending reviews, missing approvals, and overdue document updates.

Provide basic guidance to colleagues on file naming, document submission, and version-control procedures.

Prepare routine status reports on document updates, outstanding reviews, and recordkeeping activities.

3. Required Skills and Qualifications

High school diploma or equivalent qualification required; a diploma or bachelor's degree in business administration, information management, office administration, records management, or a related field is an advantage.

Good written and verbal communication skills.

Strong attention to detail and the ability to identify errors, inconsistencies, and missing information.

Excellent organizational skills and the ability to maintain structured digital filing systems.

Basic understanding of document versioning, revision tracking, and electronic records management.

Working knowledge of Microsoft Word, Microsoft Excel, Google Docs, Google Sheets, and other standard office applications.

Ability to enter, verify, classify, and update document information accurately.

Familiarity with cloud-based storage platforms and document management systems is an advantage.

Ability to follow written procedures, maintain confidentiality, and handle business records responsibly.

Strong time management skills and the ability to prioritize multiple assignments.

Willingness to learn new software applications, company procedures, and document control practices.

4. Experience

Previous experience in document control, records management, data entry, administrative support, information management, or office coordination is beneficial but may not be essential for entry‑level applicants.

Candidates with experience maintaining digital files, updating spreadsheets, tracking revisions, organizing business records, or supporting administrative processes will be well suited to this role.

Experience with document management systems, electronic filing platforms, version‑control procedures, audit documentation, or controlled records is an added advantage.

GradeBuzz may consider fresh graduates and candidates seeking to develop a career in administration and records management, provided they demonstrate accuracy, reliability, computer proficiency, and a willingness to learn.

5. Working Hours

Working hours and employment arrangements will depend on the requirements of the position and the companys operational policies.

Employment Type: Full‑time or part‑time, depending on the vacancy.

Work Arrangement: On‑site, hybrid, or remote, if offered for the specific position.

Schedule: Standard business hours or an agreed shift schedule.

Workload: Document processing, version updates, records maintenance, and scheduled review activities.

Flexibility: Occasional adjustments may be required to meet urgent document requests, project deadlines, or reporting requirements.

Candidates should confirm the actual work location, schedule, and employment terms with the hiring team before accepting an offer.

6. Knowledge, Skills, and Abilities

Technical Knowledge

Understanding of digital document organization and electronic filing practices.

Knowledge of file naming conventions, version numbering, revision histories, and document registers.

Ability to work with spreadsheets, databases, shared folders, and office productivity software.

Awareness of document retention, archiving, confidentiality, and access‑control principles.

Familiarity with document management platforms and workflow tracking tools is desirable.

Organizational Skills

Ability to maintain structured and consistent records across multiple folders and systems.

Capacity to manage repetitive tasks without compromising accuracy.

Ability to prioritize urgent requests while maintaining routine document updates.

Strong record‑keeping habits and a systematic approach to information management.

Communication and Collaboration

Ability to communicate document requirements clearly to colleagues.

Professional approach when requesting missing information, approvals, or corrections.

Ability to work independently while coordinating effectively with different departments.

Willingness to receive feedback and follow established procedures.

Problem-Solving and Accountability

Ability to identify duplicate records, missing documents, inconsistent version numbers, and filing errors.

Confidence in escalating discrepancies that cannot be resolved independently.

Commitment to protecting document integrity and maintaining accurate revision histories.

Dependable approach to meeting deadlines and completing assigned tasks.

7. Benefits

Depending on the employment arrangement and the benefits offered for the specific vacancy, GradeBuzz may provide:

• Competitive compensation based on experience, qualifications, responsibilities, and working hours.
• Structured onboarding and training in document management procedures and internal systems.
• Opportunities to develop administrative, technical, and information management skills.
• Exposure to document control, records governance, quality assurance, and operational workflows.
• Opportunities for professional development and increased responsibility as experience grows.
• Supportive collaboration with colleagues across relevant business functions.
• Potential flexible working arrangements where the position and company policies permit.
• Opportunities to develop transferable skills applicable to administration, project coordination, compliance support, and records management.
• Specific benefits, eligibility requirements, leave entitlements, and other employment conditions will be communicated during the recruitment process.

8. Why Join GradeBuzz?

Joining GradeBuzz as a Document Control Specialist offers an opportunity to contribute to organized, reliable, and efficient business operations. Accurate documentation supports better communication, informed decision‑making, and consistent processes across teams.

In this position, you will help ensure that important records remain properly organized, updated, traceable, and accessible to authorized employees. Your work will support operational efficiency by reducing document duplication, preventing version confusion, and improving the reliability of company information.

The role also offers a practical foundation for developing a long‑term career in records management, administrative operations, quality documentation, compliance support, or project coordination.

For candidates who enjoy structured work, digital organization, and maintaining high standards of accuracy, this position provides an opportunity to strengthen valuable professional skills while contributing to the effective management of business information.