Documentation Coordinator

SUMMARY 

The Documentation Coordinator manages, maintains, reviews, and distributes organizational documentation to ensure accuracy, quality, compliance, and timely completion. Supports internal teams, clients, and vendors by coordinating documentation requests, tracking submittals, maintaining organized records, and ensuring documentation meets established requirements and standards. 

Chickasaw Nation Industries, Inc. serves as a holding company with multiple subsidiaries engaged in several lines of business (Technology, Infrastructure & Engineering, Health, Manufacturing, Public Safety, Consulting, and Transportation) for the federal government and commercial enterprises. A portion of our profits is used to support Chickasaw citizens. We are proud to support the economic development and long-term viability of the Chickasaw Nation and its people. CNI offers premium benefits eligible on the first day of hire to full time employees; (Medical - Dental – Vision), Company Life Insurance, Short-Term and Long-Term Disability Insurance, 401(K) Immediate Vesting, Professional Development Assistance, Legal Aid Assistance Program, Family Planning / Fertility Assistance, Personal Time Off, and Observance of Federal Holidays. 

As a federal contractor, CNI is a drug-free workplace and adheres to the Federal Controlled Substance Act.  

ESSENTIAL REQUIREMENTS  

The ability to obtain, maintain, and access classified information at the T4 Public Trust level, which requires U.S. Citizenship.

Required to work on-site pursuant to the Presidential Memorandum, Return to In-Person Work (Jan. 20, 2025), and at the work location identified in the contract.   

Proficiency with Microsoft Office applications, especially Word, Excel, Outlook, and SharePoint or similar document management systems.   

Strong writing, proofreading, editing, and organizational skills.   

KEY DUTIES AND RESPONSIBILITIES  

Essential Duties and responsibilities include the following.  Other duties may be assigned. 

Manages, maintains, organizes, scans, and distributes organization documents in accordance with established processes and requirements.  May process and distribute incoming/outgoing mail.  

Writes, reviews, proofreads, and edits prepared documentation and specifications to ensure accuracy, clarity, completeness, and consistency.   

Reviews incoming documentation for quality assurance, completeness, formatting, and potential compliance concerns.   

Tracks documentation requests, submittals, revisions, approvals, and deadlines to support timely completion.   

Communicates through phone calls, email correspondence, and meeting attendance with internal stakeholders, clients, and vendors to clarify documentation needs, confirms requirements, and monitors progress.   

Maintains documentation databases, logs, trackers, and detailed timelines to ensure records are current and accessible.   

Identifies missing, incomplete, or inconsistent documentation and coordinates follow-up actions as needed.   

Supports document control processes, including version tracking, file naming, archiving, and distribution.   

Prepares routine status updates, reports, and summaries related to documentation activity and outstanding items.   

Ensures documentation practices support quality, compliance, and organization requirements. 

Demonstrates sustained productivity and attention to detail while managing competing deadlines and tasks. 

May be required to work on-site per contract identified work location. 

EDUCATION AND EXPERIENCE 

Associate’s degree and a minimum of one to three (1-3) years of relevant experience, or equivalent combination of education/experience.   

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.  

Work is primarily performed in an office environment, where employees may be seated in close proximity to coworkers and exposed to routine workplace activity, conversations and other normal office interactions. The employee must be able to work effectively in an open office environment and maintain focus and productivity standards while exposed to normal office noise and activity, including conversations, telephones, computers, printers, office equipment, and foot traffic. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear and communicate effectively with coworkers, supervisors, customers and other personnel. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.   

EOE including Disability/Vet 

The estimated pay range for this role is $21 to $23 per hour, with the final offer contingent on location, skillset, and experience.   

CNI offers a comprehensive benefits package that includes: 

• Medical 
• Dental 
• Vision 
• 401(k) 
• Family Planning/Fertility Assistance 
• STD/LTD/Basic Life/AD&D 
• Legal-Aid Program 
• Employee Assistance Program (EAP) 
• Paid Time Off (PTO) – (11) Federal Holidays 
• Training and Development Opportunities 

Your application submission will be considered for all potential employment opportunities with Chickasaw Nation Industries (CNI).