Documentation Specialist I

Artech Information Systems L.L.C.; Barceloneta (PR); On-site; USD 20,000 - 29,000; Full time

Job summary

Artech Information Systems L.L.C. seeks a Documentation Specialist I in Barceloneta, PR. The role focuses on managing documentation processes, ensuring reviews and approvals, and coordinating change control activities across multiple sites.

You will verify procedural changes across SAP, LIMS, MES/POMS, and DeltaV, train staff, and handle document retention and transfers to Iron Mountain. Office-based with potential overtime as needed.

Qualifications

• Associate Degree in Secretarial Science, Business Administration, or Natural Sciences with 3 years of experience, or HS diploma with 5 years of documentation control experience.
• Minimum 3 years of experience in document control/documentation management.
• Experience in a documentation control environment.

Responsibilities

• Process documents through the Documentation System.
• Verify impact of procedural changes on SAP, LIMS, MES/POMS, and DeltaV.
• Coordinate document changes across sites (Worcester, ABL, Singapore).
• Train employees on documentation system procedures.
• Prepare/review PCRs for SVP and BDS areas.
• Manage retention area and transfers to Iron Mountain.
• Provide EH&S system support and drive continuous improvement.

Skills

Document control

Change control

SAP impact analysis

LIMS/MES/POMS/DeltaV knowledge

Proofreading

Documentation management

Client Word proficiency

Batch documentation

Cross-site coordination

Education

Associate degree or equivalent

Secretarial/Business/Natural sciences background

Tools

AttachePro

Microsoft Word

Excel

Job description

Job Title: Documentation Specialist I

Location: Barceloneta, PR 00617

Duration: 12+ months (possible extension)

Pay Rate: $17.74/hr

Shift: 10:30 AM – 7:00 PM

Must be available to work overtime and weekends based on business needs.

General Position Summary/Purpose:

The Documentation Specialist is responsible for managing documentation processes, ensuring documents are reviewed, approved, controlled, and distributed according to established procedures and timelines.

Key Responsibilities:

• Process documents received by the department through the Documentation System.
• Add and review document properties.
• Approve documents and document properties within the documentation system and release them for distribution.
• Route change control packages for review and approval, monitor approver responses, and ensure all required approvals are obtained.
• Complete assigned work according to established priorities, policies, practices, and procedures to ensure documentation is submitted according to schedule.
• Verify the impact of procedural changes on various operational systems such as SAP, LIMS, MES/POMS, and DeltaV.
• Verify synchronization between changes made in operational systems and documentation systems.
• Coordinate document changes shared between the Worcester, ABL, and Singapore sites.
• Train employees on documentation system procedures and techniques.
• Receive, evaluate, and assign effective dates for documents.
• Communicate the status of procedures and Change Requests (CRs) to document initiators and negotiate implementation timelines when necessary.
• Perform proofreading of documents submitted to the Documentation department.
• Verify and receive documents; notify impacted departments and the Training department about generated changes.
• Execute changes within operational systems such as SAP and DSP.
• Troubleshoot conflicts within the Documentation System or operational systems.
• Prepare/review manual PCRs (Process Change Requests) for use in SVP (Small Volume Parenteral) and BDS (Bulk Drug Substance) areas.
• Manage the retention room and coordinate document transfers to Iron Mountain.
• Provide operational support related to Environmental, Health & Safety (EH&S) management systems and promote continuous improvement.

Education Requirements:

• Associate Degree in Secretarial Science, Business Administration, or Natural Sciences with three (3) years of experience. OR
• High School Diploma/GED with five (5) years of documentation control experience.

Experience Requirements:

• Minimum of three (3) years of experience in document control/documentation management.
• Experience working in a documentation control environment.

Work Environment:

• Office-based environment.
• Continuously interacts with various plant departments, including:
• Validation
• Training
• Quality
• Manufacturing/Production
• Engineering
• Information Systems (IS)
• Other departments
• Communicates with employees ranging from non-exempt personnel to plant management and Documentation representatives at Worcester and division levels.

Top Skills Required:

• Process documents through the Documentation System.
• Verify the impact of procedural changes on operational systems such as SAP, LIMS, MES/POMS, and DeltaV.
• Verify synchronization between operational system changes and documentation updates.
• Perform proofreading of documents received by the Documentation department.
• Prepare and review manual PCRs for SVP (Small Volume Parenteral) and BDS (Bulk Drug Substance) areas.
• Manage the retention area and coordinate document transfers to Iron Mountain.
• Experience working in a documentation control environment.
• Strong Client Word skills.
• Experience with batch documentation preparation.
• Experience working in a document retention area.

Top 3–5 Required Skills, Experience, or Education:

• Experience processing documents through a Documentation Management System.
• Experience managing change control packages, routing documents for approvals, and tracking approval status.
• Experience preparing/reviewing PCRs for SVP and BDS manufacturing areas.
• Experience managing document retention processes and coordinating transfers to Iron Mountain.
• Experience verifying procedural changes and impacts across systems such as SAP, LIMS, MES/POMS, and DeltaV.

Nice-to-Have Skills (Not Required):

• Knowledge of AttachePro.
• Strong proficiency in Client Word and Excel.
• Bilingual in English and Spanish.