How to hire a document coordinator

How to hire a document coordinator, step by step

Here's a step-by-step document coordinator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a document coordinator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new document coordinator
• Step 8: Go through the hiring process checklist

What does a document coordinator do?

Post a document coordinator job for free, promote it for a fee

Post free

1. Identify your hiring needs

   The document coordinator hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a document coordinator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a document coordinator that fits the bill.

   This list shows salaries for various types of document coordinators.

   Type of Document Coordinator	Description	Hourly rate
   Document Coordinator		$12-33
   Document Management Technician	The primary role of a document management technician revolves around managing electronic files. They can store, share, send, and even destroy some private and unnecessary files... Show more	$14-48
   Systems Coordinator	A systems coordinator is responsible for managing the data and information networks of an organization, ensuring that the systems are free from any unauthorized access and malware threats. Systems coordinators assist with the configuration and upgrades of the system to improve infrastructures that would prevent operational delays and downtimes... Show more	$18-48

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • GMP
   • FDA
   • Word Processing
   • Access Database
   • ISO
   • Medical Documentation
   • Clinical Documentation
   • SharePoint
   • Coordinators
   • QA
   • R
   • Internal Audit
   • Hard Copy

   Check all skills

   Responsibilities:

   • Manage high volume RFI traffic.
   • Train new hires and current employees on update Medicare (CMS) guidelines and manage care contracts.
   • Review and manage all GMP relate documentation in a bulk pharmaceutical production plant in accordance with FDA guidelines.
   • Assist in the development and implementation of new documentation processes, coordinate workflow and manage credit derivatives documentation backlog.
   • Ensure engineering documentation meets the criteria for ISO9001, FDA GMP, and EN46001 requirements.
   • Create technical documentation for certification to ISO 9000requirements.

   More document coordinator duties

3. Make a budget

   Including a salary range in your document coordinator job description is a great way to entice the best and brightest candidates. A document coordinator salary can vary based on several factors:

   • Location. For example, document coordinators' average salary in vermont is 42% less than in nevada.
   • Seniority. Entry-level document coordinators earn 63% less than senior-level document coordinators.
   • Certifications. A document coordinator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a document coordinator's salary.

   Average document coordinator salary

   $42,975yearly

   $20.66 hourly rate

   ---

   Entry-level document coordinator salary

   $26,000 yearly salary

   Updated December 13, 2025

   Average document coordinator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$65,260	$31
   2	New York	$60,928	$29
   3	Virginia	$57,695	$28
   4	Massachusetts	$56,252	$27
   5	Pennsylvania	$50,680	$24
   6	Utah	$47,794	$23
   7	Florida	$47,604	$23
   8	Minnesota	$47,458	$23
   9	Michigan	$45,562	$22
   10	Indiana	$45,449	$22
   11	North Carolina	$44,267	$21
   12	Ohio	$43,835	$21
   13	Missouri	$42,819	$21
   14	Texas	$42,725	$21
   15	Colorado	$42,648	$21
   16	Georgia	$39,663	$19
   17	Iowa	$39,602	$19

   Average document coordinator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	GradyHealth	$89,974	$43.26	1
   2	BWX Technologies	$75,913	$36.50
   3	Lawrence Livermore National Laboratory	$70,661	$33.97
   4	Hawaii Pacific Health	$68,018	$32.70
   5	CBIZ	$61,560	$29.60	1
   6	Pfizer	$57,889	$27.83
   7	Danaher	$53,074	$25.52	1
   8	Sony Pictures	$53,068	$25.51	1
   9	BenefitMall	$52,993	$25.48
   10	Vestas Blades America	$51,702	$24.86
   11	Integrated Resources	$51,090	$24.56	37
   12	Flowserve	$50,663	$24.36
   13	Nikola Motor	$50,499	$24.28
   14	Kelly Services	$50,356	$24.21	7
   15	Alliance Laundry Systems	$49,709	$23.90
   16	Nuclear Fuel Services	$48,919	$23.52
   17	Beacon Hill Staffing Group	$48,439	$23.29
   18	NewEdge	$47,980	$23.07
   19	Independent Bank	$47,494	$22.83
   20	Ingredion	$46,587	$22.40	2

4. Writing a document coordinator job description

   A job description for a document coordinator role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a document coordinator job description:

   Document coordinator job description example

   Ingredion is hiring a Quality Documentation Coordinator to respond to internal and external requests from North America customers. The Quality Documentation Coordinator will respond to customer requests for product and manufacturing site documents for Ingredion products manufactured at our global Ingredion sites, toller manufacturers and products purchased for resale. You will meet customer response team goals and improve the customer documentation system as part of the North America Quality team.
   As a Quality Documentation Coordinator your responsibilities will include:
   
   Managing the intake and assignment of customer requests to appropriate parties and departments based on customer needs and internal processes. Responding to requests for standard documents via SalesForce and customer portals. Working collaboratively with technical, manufacturing, quality, and customer support groups to complete customer requests. Developing a deep understanding of our products and manufacturing sites Collaborating with other members of the Quality team to maintain and continuously improve the Quality Documentation process. Organizing and maintaining quality documentation and standard letters. Tracking responses to customer inquiries. Working with Sales to ensure requests are complete and prioritized as needed
   
   If you hold the following qualifications, we are interested in you:
   
   Excellent time management skills, ability to handle multiple requests/assignments at a time and complete assigned requests accurately and on a timely basis. Excellent computer skills; proficient in Microsoft Outlook, Word, Excel, PowerPoint, graphics, and data base software. Excellent listening and communication skills. Strong attention to detail and excellent organization skills
   
   Ingredion provides accommodations to job applicants with disabilities throughout the hiring process. If a job applicant requires an accommodation during the application process or through the selection process, we will work with the applicant to meet the job applicant's accommodation needs.
   
   #LI-MM1
   
   We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, color, religion, age, national origin, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, military status, or disability status.
   
   Relocation Available:
   No

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right document coordinator for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your document coordinator job on Zippia to find and attract quality document coordinator candidates.
   • Use niche websites such as dice, engineering.com, stack overflow, it job pro.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit document coordinators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   It's also good to ask about candidates' unique skills and talents. You can move on to the technical interview if a candidate is good enough for the next step.

   If your interviews with document coordinator applicants aren't enough to make a decision, you should also consider including a test project. These are often the best, most straightforward, and least bias-prone ways of determining who will likely succeed in the role. If you don't know how to design an appropriate test, you can ask someone else on the team to create it or take a look at these websites to get a few ideas:

   • TestDome
   • CodeSignal
   • Testlify
   • BarRaiser
   • Coderbyte

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new document coordinator

   Once you've selected the best document coordinator candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

   Sign up to download full list

   Sign up

How much does it cost to hire a document coordinator?