WHAT DOES A DOCUMENT COORDINATOR DO?
Updated: Mai 28, 2025 - The Document Coordinator validates deduction support documents and ensures data accuracy for seamless processing and centralized storage. This position collaborates with document capture services and stakeholders to enhance data capture accuracy and optimize information exchange through technologies like EDI and web portals. The coordinator also manages incoming mail, reviews aged deductions, and addresses accounts receivable inquiries to support efficient financial operations.
A Review of Professional Skills and Functions for Document Coordinator
1. Document Coordinator Job Summary
- Documentation Management: Maintains documentation to ensure compliance with internal procedures and regulatory requirements.
- Compliance Assurance: Works with Engineers, Supervisors, and Managers to establish work standards, product criteria, and work instructions.
- Process Coordination: Coordinates meetings, if necessary, to resolve issues with changes.
- Document Review and Approval: Responsible for the editing, review, approval, and issuance of controlled documents.
- Data Validation: Works with appropriate personnel to ensure data and documentation are valid and accurate for the various processes.
- Meeting Coordination: Coordinates meetings, if necessary, to resolve issues with changes.
- Procedure Development: Assists with the development of procedures and work instructions.
- Product Knowledge Maintenance: Works with production and engineering personnel to maintain product knowledge and understanding of production methods.
- Confidentiality Control: Maintains control and confidentiality of documents and information.
2. Document Coordinator Job Description
- Compliance Adherence: Follow strict guidelines per Specifications, SOPs, and MDMs.
- Documentation Expertise: Be an expert at Good Documentation Practices.
- Workload Planning: Plan own workload reviewing documents by priority.
- Quality Assurance: Perform final review of paperwork for completeness and assurance that subassembly parts are manufactured within limits per specifications/SOPs.
- Mold Package Review: Perform final review of Mold start-up packages.
- Production Records Review: Perform final review of Molding Daily Quality and Production Records.
- Cleaning Records Review: Perform final review of applicable cleaning records.
- Equipment Records Review: Perform final review of equipment and temperature verification records.
- Signature Verification: Ensure correct signatures are present before deeming the document acceptable.
- File Management: File molding runs folders and maintains files such that documents are readily available for the area of responsibility.
- Document Retrieval: Ensure that documents removed from the area are corrected and returned on time.
- Paperwork Review: Review paperwork promptly.
- Issue Resolution: Resolve issues with the supervisor to ensure the acceptability of the product.
3. Document Coordinator Details and Accountabilities
- Policy Review: Review Privacy Information Management Security (PIMS) program expectations and make suggestions for policy changes.
- Compliance Facilitation: Understand, train, and facilitate the proper implementation and compliance with the requirements of the PIMS program to departments enterprise-wide.
- Confidentiality Management: Maintain the utmost confidentiality and security, while ensuring adherence to requests for legal holds.
- Record Classification: Follow the established classification scheme to properly identify records that meet retention criteria.
- Retention Enforcement: Enforce document storage and/or destruction retention periods per the approved schedule.
- Regulatory Review: Facilitate the timely ExM review of regulatory inspection observations from other sites for site compliance.
- Metrics Reporting: Collate metrics monthly, and prepare trend and status reports.
- Training Documentation: Prepare and update training documents, courses, and assessments.
- Training Delivery: Deliver training to all relevant site personnel.
- Operational Support: Perform other duties as assigned to support the efficient operation of the department.
4. Document Coordinator Essential Functions
- Documentation Management: Build and collate all necessary Quality Documentation to create MRB (Manufacturing Record Book) accurately and quickly, confirming material traceability of equipment for repair and refurbishment.
- Process Improvement: Establish and improve Quality documentation processes, including supporting the move to digital work packets and paperless records.
- Audit Support: Support internal audit program and RCA activities.
- Business Support: Perform any other duties as may be applicable from time to time to support business outcomes.
- Policy Compliance: Comply and actively support company, Quality, HSE, and Integrity policies.
- Correspondence Review: Review all incoming correspondence related to patents and trademarks.
- Intellectual Property Management: Collect and save intellectual property documentation associated with the patent portfolio.
- Liaison Role: Act as a liaison between senior management and affiliated technology licensing offices.
- Client Relationship Management: Develop relationships with internal clients to assist in signing and completing related documents.
- Safety Compliance: Know both plant and department Environmental Health and Safety regulations and comply with said regulations accordingly.
5. Document Coordinator General Responsibilities
- Data Validation: Assist in validating deduction support in the document capture service.
- Data Accuracy: Ensure the data is correct and ready for further processing.
- Process Improvement: Liaise with document capture service and recommend updates to improve data capture accuracy.
- Document Management: Compile and manage the consolidation and indexing of deduction support into a centralized document storage system.
- Batch Checking: Check receipt entry batches to ensure accuracy before posting.
- Customer Collaboration: Work with customers to streamline the exchange of information relating to deduction support and reporting by leveraging technologies such as EDI and web portals.
- Deduction Follow-up: Assist with review and follow-up of aged deductions requiring additional support.
- Mail Sorting: Assist with sorting incoming mail (fax, mail, or email) and directing to the appropriate avenue for processing based on acquired knowledge of customers, internal stakeholders, and processes.
- Email Inquiries: Respond to accounts receivable email inquiries.