Associate, Document Management

NOW HIRING: Associate Document Management

POSITION SUMMARY:

The Associate Document Management coordinates and governs document management processes within the Standards and Assurance Design team. You will support the end-to-end lifecycle of externally facing documents. It manages document workflow requests maintains document records prepares draft files in the correct format and ensures compliance with internal document management procedures and publication standards. This includes supporting document development publication readiness translation coordination and the management of a feedback mechanism that routes incoming feedback to the appropriate subject matter experts process owners and content owners.

You will report to the Manager Assurance Rules.

WHAT YOU WILL DO:

• You serve as the primary coordinator for document management processes within the team. This includes creating backend Jira workflows for new document development and update requests. You manage tickets to trigger relevant internal processes assign tasks to responsible teams or individuals and monitor progress to ensure process compliance and follow-up. Once established you manage the teams feedback mechanism. You do this by evaluating incoming feedback filtering it by topic and routing it to the correct subject matter experts process owners and content owners for action or review.
• Create draft documents in the required format and folder structure using the appropriate templates and naming conventions and provide document owners with the correct starting files and instructions.
• Maintain document records and track document information through the relevant registry or logging system to support document code assignment version control document status tracking and auditability.
• Ensure document titles file names versioning language identifiers and document codes align with established document conventions and publication requirements.
• Inform the relevant teams of documents in the publication pipeline and log and track the required steps to support the publication process.
• Coordinate and monitor translation requests as part of the publication workflow logging translation needs following them up and completing them with the relevant teams.
• Conduct final quality checks on documents before publication. These checks include review of 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 and ensure you follow document-related processes across the team.
• Support continuous improvement of document management publication governance and feedback handling processes by identifying opportunities to strengthen efficiency consistency and quality control.
• Demonstrate the Rainforest Alliances core values of Impact Change Collaboration Openness and Trust by delivering work and supporting team members in a way that reflects them.

WHAT YOU BRING:

• Bachelors 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 for this role.
• 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.

BENEFITS OF WORKING AT THE RAINFOREST ALLIANCE:

• Be a part of a global organization with a strong mission and a collaborative respectful and accountable culture.
• Enjoy opportunities for professional growth and career development.
• Benefit from remote working flexibility and flexible hybrid working environment.
• Receive a competitive salary package.

• A favourable timeâoff policy including annual leave and Resilience Days to help you recharge and balance life outside of work.

• Prioritize your wellbeing. We have numerous ways to promote work-life balance so you get the chance to take some time off recharge and remain at your best. This includes:

  • Resilience and personal leave days
  • Employee assistance programs
  • Wellbeing activities
  • Sabbatical opportunities.

Apply now and lets grow together. We look forward to hearing from you and exploring how your skills can help us advance our mission.


Level: 5

Deadline: 12 June 2026

Notes: Only candidates legally authorized to work in countries where the Rainforest Alliance is registered will be considered.

If you have any questions about the job vacancy please contact the HR department:

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.

Required Experience:

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