Documentation Specialist III

The Fountain Group is a national staffing firm and we are currently seeking a ­­­­­­­­Documentation Specialist for a prominent client of ours.  This position is in REMOTE (Must be local to Lake County, IL) Details for the position are as follows:

Documentation Specialist
Location: Lake County, IL (Remote – Local Candidates Only)
Duration: 2-Year Contract
Pay Rate: $23-$25/hour

Position Summary

We are seeking a highly organized and detail-oriented Documentation Specialist to support document processing and records management activities within a regulated environment. This individual will be responsible for managing GxP documentation through document management systems, ensuring compliance with corporate policies and regulatory requirements, and supporting continuous process improvements.

The ideal candidate is a self-starter who can work independently with minimal supervision, effectively manage multiple priorities, and communicate proactively to ensure documentation timelines are met.

Key Responsibilities

• Process, route, review, and manage GxP documents through electronic document management systems.
• Coordinate document requests from initiation through final approval and archival.
• Maintain document accuracy, version control, and compliance with internal procedures.
• Support records retention and archival activities in accordance with Corporate Records Management policies and GxP requirements (GLP/GMP).
• Monitor documentation workflows and follow up with stakeholders to ensure timely completion of approvals.
• Assist with purchasing activities, equipment tracking, and administrative support as needed.
• Work effectively within a matrixed environment while managing shifting priorities and deadlines.
• Identify opportunities for process improvements and support implementation of workflow enhancements.
• Assist in evaluating and utilizing automation, AI, and machine learning tools to improve documentation processes.
• Collaborate with cross-functional teams across multiple locations and time zones.

Required Qualifications

• High School Diploma or equivalent required; additional education preferred.
• Experience supporting documentation, records management, administrative operations, quality systems, or related functions.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently and execute tasks with minimal oversight.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Preferred Qualifications

• Experience with DocXTool, OneVault, PowerApps, or similar document management systems.
• Experience working within regulated environments such as pharmaceutical, biotechnology, medical device, or manufacturing industries.
• Knowledge of GxP, GMP, GLP, quality systems, document control, or records retention practices.
• Demonstrated success implementing process improvements or workflow efficiencies.
• Exposure to AI/ML tools and automation initiatives.
• Flexibility to occasionally support teams across European and U.S. time zones.

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