Document Control Specialist

Position Profile

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and in accordance with the firm's records management procedures, the Field Representative I oversees and coordinates daily tasks, workflows, and special projects within the Records Management Department. Responsibilities include the creation, tracking, labeling, delivery, closure, and storage of active / inactive client or firm files. This role involves regular file maintenance, indexing, and internal communication with staff and supervisors.

Job Summary

The Document Management Specialist ensures efficient and compliant handling of essential documents in a global pharmaceutical environment. This includes managing the full lifecycle of records-receipt, processing, archival, and retrieval-while adhering to regulatory requirements (e.g., FDA, EMA) and internal policies. The role supports critical functions such as regulatory submissions, clinical trials, and legal patent protection through the use of advanced electronic document management systems.

Key Responsibilities Document Handling & Workflow

Verify, sort, label, and file incoming records from various departments.

Clarify and correct document submissions as needed.

Retrieve, scan, and index laboratory notebooks and scientific documentation.

Route documents through electronic workflows and monitor progress.

Coordinate off-site storage shipments and retrievals (e.g., VRC, Iron Mountain).

Data Entry & System Utilization

Accurately index scanned documents into digital systems.

Use electronic platforms to manage document workflows.

Perform database searches to fulfill internal / external record requests.

Quality Assurance & Compliance

Follow SOPs and regulatory guidelines (FDA, EMA, GLP, GCP, GMP, GXP).

Conduct self-reviews for accuracy and compliance.

Execute validation test cases for imaging systems and document results.

Customer Support & Training

Assist internal customers with record retrieval and re-filing.

Provide training and support for the Genentech Records Management System.

Offer feedback on training materials and conduct specialized system searches.

Off-Site Records Coordination

Manage physical records at global off-site storage facilities.

Prepare inventories and coordinate shipments (up to 40 lbs).

Support vendor management and system issue resolution.

Assist with records integration during mergers, acquisitions, and divestitures.

Qualifications

Minimum 3 years of experience in document management, preferably in a regulated industry (e.g., pharmaceutical).

Proficiency with electronic document management and workflow systems.

Strong knowledge of regulatory compliance (FDA, EMA, GLP, GCP, GMP).

Excellent organizational skills and attention to detail.

Strong communication and interpersonal skills.

Proficiency in Google Suite and Microsoft Office.

Ability to work independently and collaboratively in a fast-paced environment.

Experience with off-site records storage is a plus.

Come Create at Ricoh :

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared-to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself : At Ricoh, you can :

Choose from a broad selection of medical, dental, life, and disability insurance options.

Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.

Augment your education with team member tuition assistance programs.

Enjoy paid vacation time and paid holidays annually

Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.