Document Formatting & Transcription Specialist

The Language Doctors, Inc. is a U.S.-based linguistic company known for delivering high-quality language services. We are currently seeking a Document Formatting & Transcription Specialist to help prepare documents for translation.
This role is ideal for someone who enjoys structured, detail-heavy work and takes pride in producing clean, accurate documents. 

Role Purpose 

As a Transcriber, your core responsibility is to recreate scanned document PDFs into fully editable Microsoft Word documents, ensuring the content and formatting match the original file as closely as possible. These Word files serve as the “mirror” documents our translators rely on to deliver high-quality translations.  

Important: This is not audio transcription and not creative editing. You will be working with scanned PDFs, often from international healthcare systems, with varying layouts and quality.  

Essential Duties & Responsibilities 

• Convert scanned PDFs into editable Word documents that match the source (layout, tables, spacing, headings, line breaks, and structure).  

• Work with a wide variety of formats (typed notes, tables, bilingual sections, complex layouts, occasional handwriting).  

• Use OCR outputs when available, and/or request OCR support when needed; then clean, format, and verify the document in Word. 

• Follow written style and formatting guidelines to ensure consistency across files.  

• Handle medical documents confidentially and responsibly at all times.  

• Flag unclear or illegible content for further review and document any uncertainties. 

• Perform a line-by-line quality check before submitting work to reduce errors and omissions.  

• Manage assigned daily page volumes and adjust pace depending on routine vs. urgent cases (accuracy remains the priority). 

Experience & Skills Required 

• Advanced Microsoft Word skills, especially formatting (tables, tabs, spacing, page layout, headers/footers, styles).  

• Excellent attention to detail and comfort, doing meticulous, repetitive work. 

• Intermediate English proficiency (reading/writing) for guidelines, labels, and communication.  

Preferred Qualifications 

• Experience handling medical, legal, or technical documents with complex formatting.  

• Familiarity with OCR tools such as ABBYY FineReader or Adobe Acrobat Pro.  

• Basic image editing skills (helpful for improving readability in difficult scans). 

• Proficient English and Spanish; reading comprehension in German, Italian, and Korean is a plus (not required).  

Minimum Technical Requirements 

• Windows 11 

• Intel i5 (5th generation) or higher (or equivalent) and 8 GB RAM minimum (16 GB preferred).  

• Microsoft Office 2019 or later.  

• Reliable, secure internet connection suitable for full-time remote work. 

Available Schedules  

• Monday – Friday: 9:00 AM – 5:30 PM EST 

• Sunday – Thursday: 8:00 PM – 4:30 AM EST 

The Language Doctors, Inc. is an equal-opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. 

Visit our website at www.thelanguagedoctors.org to learn more about us.