Document Processing Specialist - Document Processing

WSP India is seeking a Document Processing Specialist who can provides professional document production, editing, formatting, proofreading, and quality-control support for a variety of technical and business documents. Working collaboratively with project teams, technical professionals, project coordinators, and administrative staff, this role helps ensure documents are accurate, consistent, professionally presented, and aligned with established organizational and client standards.

The ideal candidate combines strong Microsoft Office technical skills with exceptional attention to detail, sound judgment, and a service-oriented approach. The position requires the ability to manage multiple priorities and deadlines while maintaining a high standard of document quality. Work is assigned and prioritized through an established intake process. The specialist communicates scope, timing, missing information, and delivery risks with requestors and team leads. 

The role requires the selected candidate to work with our US leads from 3:30 PM to 12:30 AM IST, based at either of WSP India location.

Required:

• Advanced proficiency in Microsoft Word and Adobe Acrobat, with working proficiency in Excel, PowerPoint, Outlook, and Microsoft 365 collaboration tools. Experience should include styles, templates, section breaks, page numbering, tables, automatic tables of contents, headers and footers, and complex document formatting.
• Excellent proofreading, grammar, spelling, punctuation, and written communication skills.
• Strong command of US English grammar, punctuation, spelling, and professional writing conventions. The successful candidate will be expected to learn and consistently apply the organization’s writing guide.
• Demonstrated ability to produce accurate, polished work with exceptional attention to detail.
• Ability to manage multiple assignments and shift priorities while meeting deadlines. 
• Strong organizational, problem-solving, and communication skills.
• Ability to work independently while collaborating effectively with geographically dispersed teams.
• Commitment to quality, confidentiality, professionalism, and responsive internal client service.

Preferred:

• Previous experience in document processing, document production, word processing, editing, proofreading, technical documentation, or a related administrative support role.
• Experience supporting engineering, architecture, environmental, consulting, legal, construction, or another professional-services environment.
• Experience working with complex technical reports and multidisciplinary project teams.
• Familiarity with Microsoft 365, SharePoint, OneDrive, and collaborative document-management environments.

Core Competencies

• Quality & Accuracy: Consistently produces thorough, accurate, professional work.
• Technical Document Expertise: Uses advanced document production techniques to efficiently prepare complex deliverables.
• Attention to Detail: Identifies inconsistencies and errors that could affect document quality.
• Customer Service: Builds trusted working relationships and respond effectively to business and project-team needs.
• Organization & Prioritization: Manages multiple assignments while maintaining quality and meeting deadlines.
• Collaboration: Works effectively across disciplines, offices, and functions.
• Continuous Improvement: Looks for practical opportunities to improve document quality, consistency, and efficiency.
• Adaptability: Remains effective as priorities, deadlines, and project requirements change.

Success in the Role

A successful Document Processing Specialist is viewed as a trusted quality partner, not simply a document formatter. The specialist helps technical teams deliver polished, consistent, client-ready work while reducing document-production burden on practitioners and strengthening quality across the organization.

BGV:
•    Employment with WSP India is subject to the successful completion of a background verification (“BGV”) check conducted by a third-party agency appointed by WSP India.
•    Candidates are advised to ensure that all information provided during the recruitment process — including documents uploaded — is accurate and complete, both to WSP India and its BGV partner”.

Document Production & Formatting

• Create, format, edit, revise, and finalize complex business and technical documents using Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
• Apply established templates, styles, branding, numbering, headings, tables, figures, cross-references, headers/footers, and other document formatting requirements.
• Format reports, proposals, specifications, technical memoranda, correspondence, presentations, and other project deliverables.
• Troubleshoot formatting and document-production issues and correct inconsistencies before documents are finalized.
• Convert, combine, organize, and prepare files for electronic distribution or final delivery.

Editing, Proofreading & Quality Control

• Proofread documents for spelling, grammar, punctuation, formatting, consistency, and completeness.
• Perform detailed quality-control reviews to identify formatting errors, inconsistencies, missing information, and presentation issues.
• Verify consistency among tables, figures, headings, references, appendices, and other document components.
• Maintain the integrity of technical content while improving readability, consistency, and professional presentation.
• Support established document review and quality-assurance processes.

Project & Team Support

• Partner with technical professionals, project managers, project coordinators, quality specialists, and administrative teams to understand document requirements and delivery expectations.
• Prioritize assignments based on deadlines, complexity, and business needs.
• Communicate proactively regarding document status, missing information, competing priorities, or potential delivery risks.
• Provide responsive document-processing support in a deadline-driven environment.
• Maintain organized electronic records and follow established document naming, version-control, and file-management practices.

Standards & Continuous Improvement

• Consistently apply organizational templates, document standards, and quality requirements.
• Identify recurring document-production issues and recommend practical improvements.
• Share document-production knowledge, effective practices, and technical solutions with colleagues.
• Support efforts to improve consistency, efficiency, quality, and scalability of document-production services.