Documentation Support Specialist

Documentation Support Specialist

Job Description

The Documentation Support Specialist will provide administrative and document management support to the documentation team. This role focuses on organizing, scanning, and maintaining customer and internal documentation, entering required data into company systems, and assisting documentation specialists in building accurate document packages for customers. Accuracy, organization, and attention to detail are critical, as these documents are ultimately provided to customers.

Essential Requirements of the Role
Scan, organize, and maintain physical and electronic documentation in accordance with company guidelines Perform data entry into the company’s ERP system (Oracle); training will be provided Organize and manage PDF files using basic PDF editing tools (e.g., Kofax or Adobe Acrobat) Maintain both physical document files and corresponding electronic records Support documentation specialists by assembling document packets for customer delivery Ensure accuracy and completeness of documentation, prioritizing quality over speed Follow document retention and filing standards Work collaboratively with another team member in the same role and receive on-the-job training

Desirable Attributes
Prior experience with document control, document organization, or administrative support Experience scanning and indexing documents Ability to work accurately with minimal supervision after training Dependable, organized, and detail-oriented

Soft Skills
Attention to Detail Organized and strong time management Dependable and accountable

Tools or Software
Microsoft Office Suite PDF editing tools (e.g., Kofax, Adobe Acrobat) Oracle ERP (experience not required; training provided)

Education
High School Diploma (no college degree required)

Need high attention to detail, document accuracy over speed, learning new systems and processes

Working Conditions
Office-based role located within a manufacturing facility Occasional walking through manufacturing areas (not working near machinery) Required to wear steel-toed boots and safety glasses while onsite.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.