Marketing Documentation Specialist

The Fountain Group; Princeton (NJ); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading company in the healthcare sector is seeking a Marketing Documentation Specialist in Princeton, NJ. The role involves managing the Electronic Document Management System and leading promotional content review processes. The ideal candidate will have a Bachelor's degree and 3–5 years of relevant experience, showcasing strong organizational and communication skills.

Qualifications

• 3–5 years of experience in electronic document control systems within regulated industries.
• Proven ability to manage multiple priorities and collaborate with various teams.
• Knowledge of digital transformation initiatives and compliance-driven environments.

Responsibilities

• Manage end-to-end review process for advertising and promotional content within the EDMS.
• Maintain documentation to support audits and regulatory requirements.
• Collect and analyze performance metrics to recommend process improvements.

Skills

Organizational skills

Analytical skills

Communication skills

Education

Bachelor’s degree in Communications, Regulatory Affairs, Quality Management, or related field

Tools

Veeva PromoMats

Pepper Flow

Ensur

Job description

Job Title: Marketing Documentation Specialist
Location: Princeton, NJ – Full-Time On-site
Job Type: Assignment for 12 months, strong potential to convert to full-time, permanent.
Department: Marketing / Quality / Regulatory Affairs

Position Summary

The Marketing Documentation Specialist is a key contributor responsible for managing the Electronic Document Management System (EDMS) and leading the enterprise Ad Promo and Non-Promo review processes. As the subject matter expert (SME), this role ensures the compliant, efficient, and high-quality review and approval of promotional content across the organization. This position requires a proactive, detail-oriented professional with excellent cross-functional collaboration and communication skills.

Ad Promo & Non-Promo Process Management:

• Manage the end-to-end review process for advertising and promotional (Ad Promo) and non-promotional content within the EDMS.
• Implement and maintain a tiered review structure based on content type and risk assessment.
• Align processes with enterprise goals to increase efficiency, ensure regulatory compliance, and improve content quality and collaboration.

EDMS Administration:

• Oversee user access, role assignment, and system configurations.
• Ensure completion of required training and assign roles based on function.
• Provide day-to-day user support and training on EDMS workflows and compliance requirements.

Compliance & Quality Assurance:

• Maintain thorough documentation to support audits and regulatory requirements.
• Monitor submission traffic and escalate items to meet business timelines and priorities.
• Act as a reviewer for web content changes and translated materials.
• Support internal and external audits with appropriate documentation and insights.

Process Improvement & Metrics:

• Collect and analyze performance metrics to identify inefficiencies and recommend improvements.
• Collaborate with cross-functional teams to enhance workflows, review timelines, and system integration.
• Share best practices, process updates, and content expiration tracking reports with stakeholders.

Training & Documentation Management:

• Develop and maintain up-to-date training materials; conduct refresher courses as needed.
• Lead the revision and routing of controlled quality system documents for approval.
• Coordinate with external vendors on quarterly system updates and lead user acceptance testing (UAT)

Qualifications:

• Bachelor’s degree in Communications, Regulatory Affairs, Quality Management, or related field.
• 3–5 years of experience in electronic document control systems within regulated industries (preferably healthcare or life sciences).
• Experience with systems such as Veeva PromoMats, Pepper Flow, or Ensur.
• Excellent organizational, analytical, and communication skills.
• Proven ability to manage multiple priorities and collaborate with marketing, legal, regulatory, and quality teams.
• Knowledge of digital transformation initiatives and compliance-driven environments.