Sr. Service Documentation Specialist

Owns and coordinates the lifecycle of service checklist documentation, acting as the primary liaison between Field Service, Legal Manufacturers, Quality, and other stakeholders. Ensures documentation updates are captured, coordinated, implemented, and released in compliance with QMS and document control requirements.

Responsible for managing change requests, coordinating documentation activities, maintaining controlled documents within the QMS/DMS, and ensuring approved updates are published and maintained. Provides operational coordination, workload planning, and task assignment for documentation resources. Performs checklist creation and maintenance activities as needed.

Technical content ownership and approval authority remain with Legal Manufacturers or designated content owners.

Location:  Poland, Hybrid

Owns and coordinates the lifecycle of service checklist documentation, acting as the primary liaison between Field Service, Legal Manufacturers, Quality, and other stakeholders. Ensures documentation updates are captured, coordinated, implemented, and released in compliance with QMS and document control requirements.

Responsible for managing change requests, coordinating documentation activities, maintaining controlled documents within the QMS/DMS, and ensuring approved updates are published and maintained. Provides operational coordination, workload planning, and task assignment for documentation resources. Performs checklist creation and maintenance activities as needed.

Technical content ownership and approval authority remain with Legal Manufacturers or designated content owners.

Key Responsibilities

• Manage change request intake through a shared mailbox.
• Review and structure requests received in various formats.
• Coordinate with stakeholders to clarify requirements and align on documentation updates.
• Translate approved changes into actionable tasks and coordinate implementation.
• Manage document lifecycle activities within the QMS/DMS, including release, publication, archival, and record maintenance.
• Maintain revision control and ensure access to current approved documentation.
• Ensure documentation quality, compliance, and audit readiness.
• Plan, prioritize, and coordinate workload across documentation resources.
• Provide day-to-day coordination and guidance to documentation administrators.
• Coordinate updates with external partners and support digitalization initiatives.
• Support larger documentation updates affecting multiple products or checklists.
• Perform checklist creation and maintenance activities when required.
• Support global CAPAs as CAPA owner, CAPA action owner, or other role as assigned, with responsibility for executing tasks related to service quality / documentation.
• Other responsibilities as assigned.

Qualifications

• 3–5 years of experience in documentation, document control, quality systems, or regulated environments.
• Experience with document management systems and controlled documentation processes.
• Understanding of QMS and document control requirements.
• Experience coordinating activities across multiple stakeholders.
• Medical device industry experience preferred.
• Experience supporting audits, compliance activities, or regulated documentation processes is advantageous.

Tools

• Adobe Acrobat Pro
• Microsoft Office Suite
• Document Management Systems (DMS)
• M-Files (preferred)

Key Competencies

• Strong written and verbal English communication.
• Excellent organizational and coordination skills.
• Attention to detail and commitment to quality.
• Ability to manage multiple priorities and stakeholders.
• Process-oriented mindset with focus on compliance and continuous improvement.

Owns and coordinates the lifecycle of service checklist documentation, acting as the primary liaison between Field Service, Legal Manufacturers, Quality, and other stakeholders. Ensures documentation updates are captured, coordinated, implemented, and released in compliance with QMS and document control requirements.