What does a document coordinator do?
A document coordinator is responsible for handling the sorting and distribution of files and documents as part of the business's services and operations. Document coordinators label and categorize the files according to their purposes and submit them to the appropriate personnel or department. They also ensure the safety and security of the documents' storage to prevent leakage of confidential information that might put the company's privacy in jeopardy. A document coordinator keeps a record of every document within the database, properly disposing of outdated ones, and retrieve documents as requested.
Document coordinator responsibilities
Here are examples of responsibilities from real document coordinator resumes:
- 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.
- Manipulate data from SharePoint to analyze, plan and implement improvements to internal logistics processes.
- Utilize trackwise to update and track validation docuements.
- Prepare up-to-date information for the weekly RFI meetings.
- Process TPL and ADR for CMS demand billing requests.
- Create training materials and conduct ERP documentation module training for user groups.
- Create detailed data conversion reports as part of new ERP system implementation.
- Write the bill of materials (BOM) using competitor parts books.
- Create and maintain bill of material for assembly production and MRP requirements.
- Create and maintain drawings of schematics and cables in AutoCAD and SolidWorks.
Document coordinator skills and personality traits
We calculated that 13% of Document Coordinators are proficient in Data Entry, GMP, and FDA. They’re also known for soft skills such as Writing skills, Analytical skills, and Creativity.
We break down the percentage of Document Coordinators that have these skills listed on their resume here:
- Data Entry, 13%
Supervised data entry and filing staff Maintained both computerized and hard copy stability data repositories.
- GMP, 7%
Managed and simplified training programs for manufacturing staff and deliver training to ensure100% compliance to GMP on manufacturing needs.
- FDA, 7%
Managed the updating of Regulatory department information on FDA forms in preparation for Agency submissions.
- Word Processing, 6%
Assisted 15+ electrical engineers in word processing of manuals to complement Software programs designed to test avionics components of airliners.
- Access Database, 5%
Performed department training and maintenance of personnel records using Microsoft Access database.
- ISO, 4%
Administered engineering process control and writing/implementation of ISO compliant procedures.
Common skills that a document coordinator uses to do their job include "data entry," "gmp," and "fda." You can find details on the most important document coordinator responsibilities below.
Writing skills. One of the key soft skills for a document coordinator to have is writing skills. You can see how this relates to what document coordinators do because "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Additionally, a document coordinator resume shows how document coordinators use writing skills: "served as project manager for the writing and publishing of technical documentation style guide. "
Interpersonal skills. document coordinator responsibilities often require "interpersonal skills." The duties that rely on this skill are shown by the fact that "secretaries and administrative assistants interact with clients, customers, or staff." This resume example shows what document coordinators do with interpersonal skills on a typical day: "demonstrated excellent organizational, interpersonal, written and verbal communication skills with clients, supervisor, and command leadership. "
Organizational skills. Another crucial skill for a document coordinator to carry out their responsibilities is "organizational skills." A big part of what document coordinators relies on this skill, since "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." How this skill relates to document coordinator duties can be seen in an example from a document coordinator resume snippet: "provided word processing support, typed materials from written drafts originating in the different organizational elements of the contracting agency. "
The three companies that hire the most document coordinators are:
- Abbott16 document coordinators jobs
- System Soft Technologies India Pvt6 document coordinators jobs
- AKA6 document coordinators jobs
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Compare different document coordinators
Document coordinator vs. Imaging specialist
The duties of an imaging specialist depend on one's line of work or industry of employment. Typically, their responsibilities include meeting with clients to identify their needs, editing and scanning images, performing color corrections on photographs and other forms of image manipulation, and creating digital rendings of photos and videos. There are also instances where an imaging specialist may work together with photographers, artists, and graphic designers, all functioning in adherence to the goals and vision of a project.
There are some key differences in the responsibilities of each position. For example, document coordinator responsibilities require skills like "gmp," "fda," "word processing," and "strong problem-solving." Meanwhile a typical imaging specialist has skills in areas such as "patients," "patient care," "radiology," and "customer service." This difference in skills reveals the differences in what each career does.
Imaging specialists really shine in the finance industry with an average salary of $55,269. Comparatively, document coordinators tend to make the most money in the pharmaceutical industry with an average salary of $57,221.imaging specialists tend to reach similar levels of education than document coordinators. In fact, imaging specialists are 2.3% less likely to graduate with a Master's Degree and 0.0% more likely to have a Doctoral Degree.Document coordinator vs. Document management specialist
A document management specialist is in charge of managing the documents in a company using electronic systems. They typically perform research to identify the strengths or weaknesses of current processes, develop management plans and strategies to enhance procedures, implement solutions against problem areas, liaise with external parties, and coordinate with various departments to gather and analyze data. Moreover, a document management specialist must lead and encourage staff to reach goals while implementing the company's documentation management policies and regulations, creating new ones as needed.
While some skills are similar in these professions, other skills aren't so similar. For example, resumes show us that document coordinator responsibilities requires skills like "data entry," "word processing," "strong problem-solving," and "access database." But a document management specialist might use other skills in their typical duties, such as, "patients," "powerpoint," "revision control," and "electronic content."
On average, document management specialists earn a higher salary than document coordinators. Some industries support higher salaries in each profession. Interestingly enough, document management specialists earn the most pay in the finance industry with an average salary of $86,268. Whereas document coordinators have higher pay in the pharmaceutical industry, with an average salary of $57,221.In general, document management specialists achieve similar levels of education than document coordinators. They're 0.3% less likely to obtain a Master's Degree while being 0.0% less likely to earn a Doctoral Degree.Document coordinator vs. 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. With the knowledge of how the internet works, document technicians can find ways to increase storage, follow guidelines to process storage, and complete back-ups as problems such as accidentally deleting files can occur. They are often tasked to retrieve important documents, so a great deal of computer knowledge is required.
The required skills of the two careers differ considerably. For example, document coordinators are more likely to have skills like "gmp," "fda," "word processing," and "strong problem-solving." But a document management technician is more likely to have skills like "hippa," "proofreading," "hipaa," and "litigation."
Most document management technicians achieve a similar degree level compared to document coordinators. For example, they're 2.3% less likely to graduate with a Master's Degree, and 0.1% less likely to earn a Doctoral Degree.Document coordinator vs. Document imaging specialist
To back up existing documents, especially important ones, some companies hire document imaging technicians to digitize documents for better storage and avoid stealing and fraud. They are best when it comes to scanning documents and forming a precise image of the document. They have an excellent eye for detail as they have to make sure that all parts of the paper are being transcribed. They also have to ensure that it is securely stored as an electronic file in a database.
Types of document coordinator
Updated January 8, 2025
