Service Documentation Specialist

The Service Documentation Specialist is responsible for creating, maintaining, and updating standardized service product checklists used by field service engineers during installation, maintenance, and repair activities.

This is an administrative documentation role focused on converting approved technical content into high-quality, standardized, editable PDF forms. Technical service content is provided and approved by the responsible legal manufacturer or designated content owner.

The role requires strong attention to detail, structured document handling, and the ability to ensure checklist documents are consistent, usable, correctly versioned, and prepared in line with established document control requirements.

Location: Poland, Hybrid

The Service Documentation Specialist is responsible for creating, maintaining, and updating standardized service product checklists used by field service engineers during installation, maintenance, and repair activities.

This is an administrative documentation role focused on converting approved technical content into high-quality, standardized, editable PDF forms. Technical service content is provided and approved by the responsible legal manufacturer or designated content owner.

The role requires strong attention to detail, structured document handling, and the ability to ensure checklist documents are consistent, usable, correctly versioned, and prepared in line with established document control requirements.

Key responsibilities

• Create, update, and maintain standardized service checklist documents and templates by converting approved manufacturer, service, or product content into editable PDF checklists for field service use.
• Build and maintain checklist formats using Microsoft Word and Adobe Acrobat Pro, including tables, layout, branding, editable fields, and PDF functionality.
• Update checklists based on approved content changes, corrections, translations, stakeholder feedback, and process updates.
• Manage multi-language checklist versions, currently covering up to 13 languages, using translation tools where applicable.
• Perform quality control to ensure documents are complete, usable, correctly formatted, functional, consistent with standards, and aligned with approved source content.
• Maintain organized checklist files, version information, and change records to support approvals, releases, archiving, and document control activities.
• Other responsibilities as assigned.

Qualifications

• Experience in document administration, service documentation, quality documentation, or a similar role.
• Strong experience with Adobe Acrobat Pro, especially creation and maintenance of editable PDF forms.
• Advanced Microsoft Word skills, including tables, formatting, templates, and layout control.
• Experience with document management systems and document control processes.
• Experience with M-Files or similar workflow/document control software is preferred.
• Basic understanding of version control, revision history, and controlled document processes.
• Experience in a regulated, quality-controlled, medical device, or field service environment is preferred.

Tools

• Adobe Acrobat Pro.
• Microsoft Word / Microsoft Office.
• M-Files.
• Document Management System, DMS.
• Translation tools, such as Google Translate.
• QMS/document control systems, where applicable.

Key competencies

• Detail-oriented, structured, and quality-focused.
• Process-driven, with the ability to follow standards and replicate templates consistently.
• Strong document formatting, template management, and version-control mindset.
• Able to manage repetitive documentation tasks with high accuracy.
• Able to manage multiple document updates in parallel.
• Strong follow-up skills and ability to coordinate with stakeholders when needed.
• Ability to follow approved content without unauthorized modification.
• Takes ownership of document accuracy, consistency, and audit readiness.

The Service Documentation Specialist is responsible for creating, maintaining, and updating standardized service product checklists used by field service engineers during installation, maintenance, and repair activities.