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Document Control Specialist
Role Purpose / Mission
The Document Control Specialist ensures the integrity, accuracy, accessibility, and security of all controlled documents across the organization. This role safeguards operational excellence by maintaining standardized documentation practices that support manufacturing, safety, quality, compliance, and administrative functions. By protecting “First Things Now” and reinforcing disciplined processes, this role helps ensure teams have the right information at the right time to execute safely and effectively.
Key Responsibilities
- Maintain and administer the company’s document control system (electronic and hard copy)
- Ensure proper version control, revision tracking, and document retention practices
- Coordinate review, approval, and release of controlled documents
- Manage Standard Operating Procedures (SOPs), work instructions, forms, policies, and engineering drawings
- Support audit readiness by organizing and retrieving documentation as needed
- Collaborate with Quality, Engineering, Operations, Safety, and HR to ensure documentation accuracy
- Monitor document change requests and maintain revision history logs
- Train employees on document control procedures and best practices
- Archive obsolete documents in accordance with retention guidelines
- Support continuous improvement initiatives through process documentation updates
- Maintain confidentiality and security of sensitive records
Core Competencies & Skills
Competency
Description
Document Management Systems
Proficient in maintaining electronic document control platforms and structured filing systems
Version Control & Traceability
Strong understanding of revision control, change management, and audit trails
Attention to Detail
Exceptional accuracy in reviewing, formatting, and publishing documentation
Process Orientation
Ability to align documentation with Lean Manufacturing workflows
Cross-Functional Collaboration
Works effectively with multiple departments to ensure clarity and compliance
Technical Writing
Clear, concise documentation writing and formatting skills
Data Integrity
Maintains structured records with a high level of accountability
Microsoft Office & ERP Systems
Advanced skills in Word, Excel, SharePoint, and internal systems
Character Attributes / Soft Skills
Attribute
Behavioral Expectation
Trust
Handles confidential information responsibly and maintains documentation accuracy
100% Engaged Every Day
Demonstrates ownership and urgency in maintaining current documentation
Focus & Build on Strengths
Brings disciplined organization and structured thinking to all processes
Protect First Things Now
Prioritizes compliance, safety, and regulatory documentation
Teamwork
Supports departments with timely and accurate document updates
Agility
Adapts quickly to process changes and evolving operational needs
Expect the Best
Maintains high standards for document quality and clarity
Performance Indicators / Success Metrics
- 100% compliance with document control procedures
- Zero audit findings related to documentation management
- Timely processing of document revisions and change requests
- Document retrieval response time within established standards
- Accurate retention and archival of obsolete documents
- Positive internal feedback from department leaders
- Continuous improvement in documentation workflows
Required & Preferred Qualifications
Required:
- Associate degree or equivalent experience in Business, Quality, Engineering, or related field
- 2+ years of document control, administrative, or quality systems experience
- Strong organizational and recordkeeping skills
- Proficiency in Microsoft Office Suite
- Ability to manage multiple priorities with high attention to detail
Preferred:
- Experience in a manufacturing or industrial environment
- Familiarity with ISO or other regulatory compliance standards
- Experience with ERP or document management systems
- Lean Manufacturing exposure
Typical Physical Demands
- Frequent sitting and computer use (up to 75% of workday)
- Occasional standing and walking within office and manufacturing areas
- Ability to lift up to 25 pounds (file boxes, archived materials)
- Manual dexterity sufficient for keyboarding and document handling
- Visual acuity for detailed document review and screen work
- Occasional bending, reaching, and filing
Typical Working Conditions
- Primarily office-based environment with periodic exposure to manufacturing floor
- Exposure to moderate noise levels when entering plant areas
- May be required to wear appropriate Personal Protective Equipment (PPE) in manufacturing areas (safety glasses, steel-toe boots, hearing protection)
- Standard weekday schedule with occasional extended hours during audits or major documentation updates
- Climate-controlled office environment with occasional exposure to temperature fluctuations in plant settings
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