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About the Role

The Associate, Document Management coordinates and governs document management processes within the Standards and Assurance Design team, supporting the end-to-end lifecycle of externally facing documents. This role manages document workflow requests, maintains records, prepares files in the correct format, and ensures compliance with internal procedures and publication standards, including supporting document development, publication readiness, and translation coordination.

Responsibilities

Serve as the primary coordinator for document management processes, creating backend Jira workflows for new document development and update requests.
Manage tickets to trigger internal processes, assign tasks, and monitor progress for compliance.
Manage the team's feedback mechanism by evaluating, filtering, and routing feedback to the correct subject matter experts, process owners, and content owners.
Create draft documents in the required format, using appropriate templates and naming conventions.
Maintain document records and track document information through the relevant registry or logging system.
Ensure document titles, file names, versioning, language identifiers, and document codes align with established conventions and publication requirements.
Inform relevant teams of documents in the publication pipeline and log/track steps to support the publication process.
Coordinate and monitor translation requests as part of the publication workflow.
Conduct final quality checks on documents before publication, reviewing formatting, layout, color, sizing, document codes, file naming, headings, numbering, comments, graphics, language settings, and overall publication readiness.
Flag incomplete, incorrect, or non-compliant submissions to the relevant document owner.
Support continuous improvement of document management, publication governance, and feedback handling processes.
Demonstrate the Rainforest Alliance's core values of Impact, Change, Collaboration, Openness, and Trust.

Requirements

Bachelor's degree, professional qualification, or other relevant educational background.
Relevant experience in document management, content coordination, publication support, workflow administration, knowledge management, or a related operational role.
Experience working with process tracking systems, document repositories, and structured workflows.
Familiarity with Jira, Freshdesk or similar ticketing systems is necessary.
Apply accurate formatting, quality control, naming conventions, and version control requirements.
Provide clear process guidance and follow ups when communicating with team members.
Work with document templates, formatting tools, and shared document libraries.
Coordinate work requirements across multiple teams and maintaining process discipline.
Work diplomatically with diverse team members.
Legally authorized to work in countries where the Rainforest Alliance is registered.

Skills

Document management
Content coordination
Publication support
Workflow administration
Knowledge management
Jira
Freshdesk
Process tracking systems
Document repositories
Structured workflows
Formatting
Quality control
Naming conventions
Version control
Communication
Coordination
Diplomacy

Location

Remote
Hybrid

Work Type

Remote
Hybrid

Experience Level

Associate

Education Level

Bachelor's degree
Professional qualification

Salary/Compensations

Competitive salary package

Benefits

Opportunities for professional growth and career development
Remote working flexibility
Flexible hybrid working environment
Competitive salary package
Favourable time-off policy, including annual leave and Resilience Days
Resilience and personal leave days
Employee assistance programs
Wellbeing activities
Sabbatical opportunities

About the Company

A global organization with a strong mission and a collaborative, respectful, and accountable culture.

Equal Opportunity

The Rainforest Alliance encourages diversity and inclusion across the global organization. With this commitment to diversity, we are proud to be an equal opportunity employer and do not discriminate on the basis of gender, race, color, ethnicity, religion, sexual orientation, gender identity, ages, disability and any other protected group.