The Document Control Specialist is responsible for managing, organizing, and maintaining all documentation related to company projects and processes. This role ensures that all documents are accurate, up-to-date, properly stored, and accessible to relevant stakeholders. The position also plays a key role in ensuring that document control processes comply with industry standards and company policies.
Key Responsibilities
Maintain control over project documentation including, but not limited to, engineering drawings, specifications, quality documentation, and reports.
Ensure proper version control of all documents, preventing the use of outdated documents in active projects.
Establish and maintain a systematic filing system for both electronic and physical documents to facilitate easy retrieval and reference.
Ensure all controlled documents meet company standards and comply with industry regulations and quality management systems (ISO, FDA, etc.).
Distribute controlled documents to internal departments and external partners as required, ensuring secure transfer.
Continuously improve document control processes by implementing best practices and recommending new tools or technologies.
Support internal and external audits by providing access to controlled documents and maintaining audit trails.
Establish and enforce retention policies for document archival, disposal, and destruction as per company policies and regulatory requirements.
Provide training to staff on document control procedures and software tools.
Generate reports on the status of controlled documents, including document updates, approvals, and distribution history.
Qualifications and Skills
High school diploma or GED required; a degree in business administration, project management, or a related field is preferred.
Minimum of 2-3 years of experience in document control, quality management, or administrative roles.
Experience in manufacturing industry.
Proficiency in document management software such as SharePoint, Aconex, or similar systems.
Proficient in Microsoft Office (Word, Excel, Outlook).
Knowledge of electronic document management systems (EDMS).
Excellent written and verbal communication skills to coordinate with team members and external stakeholders.
Strong attention to detail with the ability to handle multiple projects and deadlines.
Excellent organizational and time management skills.
Ability to identify inefficiencies in document control processes and propose solutions.
Primarily office-based with occasional site visits depending on the project requirements.
Full-time position with standard business hours; occasional overtime may be required to meet project deadlines.