Document Specialist

H2O Innovation; Anoka (MN); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Profit sharing bonus program

Group Insurance plan including dental,

Vision & telemedicine

401K plan with employer's contribution

Three weeks of paid vacation per year

Twelve paid wellness days per year

Job summary

H2O Innovation is seeking a Document Specialist to lead the documentation system globally, coordinating site integrations and ensuring accuracy across procedures, work instructions, forms, and records.

You will maintain version control, archive controlled documents, support audits, train users, and collaborate with Quality and Division teams to drive continuous improvement and consistent documentation across the organization.

Qualifications

• Experience with document control and quality systems platforms.
• Knowledge of ISO 9001 and change management strategies.
• Willingness to travel up to 20% for projects and onboarding.

Responsibilities

• Lead the documentation system globally including site integration and ongoing use by existing users.
• Maintain, distribute, and archive controlled documents including procedures, work instructions, forms, and records.
• Track revisions and maintain document history logs in compliance with regulatory and ISO requirements.
• Ensure documents meet formatting, version control, and template standards before release or update.
• Identify and resolve inconsistencies, duplicates, or outdated documents.
• Support the migration of documents from legacy systems to the new electronic quality system platform.
• Support design, development, and improvement of quality system processes.
• Provide user training, guidance, and support during system Rollouts.
• Collaborate with Quality and Division teams to ensure timely creation, review, and approval of documentation.
• Participate in audits by providing timely access to documentation.

Skills

Microsoft Word

Microsoft Excel

SharePoint

Outlook

Document control

Quality systems

Change management

ISO 9001 knowledge

Tools

Power Automate

Power Apps

Microsoft 365 tools

Job description

H 2 O Innovation is a smart water treatment solutions company. We simplify water treatment by integrating state-of-the-art technologies to solve water challenges for good with our team of trusted experts. Our mission is to provide services on an international scale, in a people-oriented, caring environment that fosters professional and personal growth. Be part of our talent pool and grow with H 2 O.

H 2 O innovation is looking for a Document Specialist who will bring a positive mindset and a strong desire to support their colleagues. This individual will thrive in collaborative settings, consistently deliver high-quality documentation, and become a trusted resource within the team. With a sharp eye for detail and a proactive approach, they will contribute to maintaining clarity and consistency across documents while fostering a culture of teamwork and continuous improvement.

The Benefits

Overall remuneration including:

• Profit sharing bonus program
• Group Insurance plan including dental, vision & telemedicine;
• 401K plan with employer's contribution;
• Three (3) weeks of paid vacation per year;
• Twelve (12) paid wellness days per year.

The Day-to-Day

• Lead the documentation system globally including integration of sites to the system, as well as on going use by existing users;
• Maintain, distribute, and archive controlled documents including procedures, work instructions, forms, and records;
• Track revisions and maintain document history logs in compliance with regulatory and ISO requirements;
• Ensure documents meet company formatting, version control, and template standards before release or update;
• Identify and resolve inconsistencies, duplicates, or outdated documents;
• Assist in the migration of documents from legacy systems to the new electronic quality system platform;
• Support the design, development, and improvement of quality system processes;
• Provide user training, guidance, and support during system and process rollouts;
• Collaborate with Quality and Division teams to ensure timely creation, review, and approval of documentation;
• Participate in support of the learning management system as it relates to quality training and competency requirements;
• Support internal and external audits by providing timely access to documentation;
• Prepare reports and metrics related to document control performance and compliance;
• Participate in Corrective Action, NCR, and continuous improvement initiatives;
• Assist maintenance, calibration, and other teams that rely on controlled documents within the centralized quality system and its supporting software platform;
• Contribute to change management activities to support adoption of new systems, processes, and documentations standards;

The Skills We Are Looking For

• Strong proficiency in Microsoft Word, Excel, SharePoint, and Outlook; ability to create and manage controlled templates, trackers, and forms;
• Relevant experience in document control, quality systems platforms;
• Knowledge of ISO 9001;
• Willingness to travel up to 20%, mainly for key projects and onboarding of new sites and users (higher during the first year of transition);
• Keen interest in supporting colleagues in different projects;
• Hands-on experience in continuous improvement;
• Strong attention to detail and compliance in documentation;
• Ability to manage multiple priorities;
• Knowledge of change management strategies;
• Willingness to travel if necessary for important projects;
• Experience with system migrations and process improvements (Asset);
• Familiarity with Power Automate, Power Apps, or other Microsoft 365 tools for workflow automation (Asset);
• Prior experience in manufacturing, engineering, or a regulated industry (asset).