POSITION SUMMARY
We are seeking a detail-oriented and highly organized Document Control Specialist to manage and oversee the organizations document management system. This role is vital in ensuring that all products, services, processes and quality records meet established quality standards. The ideal candidate will demonstrate exceptional technical proficiency, strong communication skills, and a proactive approach to efficient and quality document workflows. This individual maintains the integrity of quality documentation, ensures accurate document version control and record retention, and supports compliance with customer requirements and industry regulations to maintain high levels of quality, safety, and operational excellence.
ESSENTIAL FUNCTIONS
- Coordinate and facilitate ISO9001, ISO14001, and customer audits. Coordinate scheduling with internal/external groups, complete pre-audit requirements with stakeholders, facilitate audits, and provide additional support for internal groups during the audit process. Own closing the audit including communicating results to stakeholders, ensuring findings are suitably completed, and preparing the final report.
- Manage document control processes, including creation, review, approval, distribution, revision, retention, and archiving quality documents, courses/curriculum and records. Responsible for the initiation of training for new and revised documents and then distributing / maintaining the department reference binders for master policies, procedures, and forms where applicable.
- Serve as the subject matter expert for internal document management system (Master Control) and provide support and training for the company including use of best practices within the system.
- Facilitate weekly cross-functional meetings to align Change Controls and CAPAs, ensuring deadlines are met and interdepartmental awareness is maintained. This includes collaboration with project teams to ensure documentation is accurate, complete and up to date.
- Proactively monitor and apply updated auditing standards, regulations, and internal policies to guarantee precise, compliant audits. Coordinate periodic review of procedures and forms. Maintain the archives and historical files for mastered documents and records.
- Support the maintenance of training database, training records, historical files on training programs and signature files.
- Perform new user set up in the data management system and train new hires on effective system use.
- Ensure that proper procedures are being followed in making database changes, additions and deletions.
- Utilize Microsoft Word and Excel for document formatting, data analysis, and reporting purposes
- Complete other job-related tasks as assigned.
QUALIFICATIONS
Oral Communication Ability to communicate effectively with others using the spoken word.
Written Communication Ability to clearly and concisely communicate using the written word.
Detail Oriented Ability to pay attention to the minute details of a project or task.
Initiative Ability to make decisions or take actions to solve a problem or reach a goal.
Motivation Ability to inspire oneself and others to reach a goal and perform to the best of their ability.
Problem Solving Ability to find a solution for or deal proactively with work-related problems.
Strategic Planning Ability to develop a vision for future and create a culture in which the long-range goals can be achieved.
Training Ability to teach, coach, and develop specific skills in others so they can meet established work performance standards.
Time Management Ability to effectively manage time with fluctuating priorities and deadlines.
Intrapersonal Skills Ability to work effectively with all levels of people.
Organized Possessing the trait of being organized or following a systematic method of performing a task.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Application Question(s):
- Do you have experience with MasterControl or a similar data management system?
Education:
- High school or equivalent (Required)
Experience:
- Document management systems: 1 year (Preferred)
- Internal audits: 1 year (Preferred)
- Quality audits: 1 year (Preferred)
Work Location: In person
