Document Control Specialist Job Description

Question

Document Control Specialist Job Description

Job descriptions
Administration and Office Support

Job summary 1

We're hiring a Document Control Specialist. This position may be required one to report to a field site depending on client requirements. The individual we seek should be skilled in the use of Project Management Information System and Microsoft Office applications to complete their day-to-day tasks. They should be able to communicate well with a large team to coordinate and complete multiple responsibilities on a deadline.

Duties & Responsibilities 1

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The control, scanning, indexing, linking, electronic filing, and distribution of documents in e-Builder, SharePoint, or other Project Management Information Systems. This includes internal and external to project participants' distribution of correspondence, technical submittals, project reports, Requests for Information, and contract plans and specifications.
Prepare transmittals, distribute documents, and retrieve documents.
Assist the Project Managers and the Project Team in all matters relative to project documents and the control and distribution of documents.
- Process project documents and maintain document control files by project document control procedures. Document Control Support encompasses both electronic and hard copy distribution and filing. Responsibilities include establishing and maintaining files; receiving, indexing, and scanning documents. Types of project documents include correspondence, field memos, submittals, drawing logs, safety notices, RFIs, and photos.
- Collaborate with the design teams to catalog drawings packages and bulletins in PMIS and the company network. Review all packages for compliance with client specifications before distribution.
- Manage the handling, storage, and distribution of Protected Information.

Requirements & Skills 1

Job summary 2

We are currently looking for a Document Control Specialist. This position will provide construction management support services for public works projects. This is an outstanding opportunity to bring your specialized project management expertise to an industry-leading team.

Duties & Responsibilities 2

Assist project managers in the preparation of change orders, notices to proceed, requests for quotations, and other general correspondence.
Assist project managers in the processing of payment requests, change orders, submittals, and Requests for Information (RFIs).
Assist project managers with meeting minutes, project status update entries, payment, change orders, RFI, and submittal logs.
Establish and maintain a project document filing system by established procedures.
Prepare reports by established procedures and forms.
Manage all documents for all projects in the project management system running parallel to our client's document control software.
- Enter and track the following documents: submittals, RFI's, pending change orders, change orders, and invoices that were reviewed and/or prepared by the Cost Control Managers or Project Managers.
- Document Controller maintains all logs.
- Establish and maintain hard file systems.

Requirements & Skills 2

Minimum of seven (7) years of document control experience in the construction field.
Must be proficient in using Microsoft Office software.
Must be detail oriented with effective organization and coordination skills.
Must have prior knowledge/use of Expedition/CM13 software.
Must have the ability to interface and communicate effectively with others.
Prior experience with public agencies.
- Prior experience in preparing and reviewing written correspondences for formatting, punctuation, grammar, etc.
- Experience with OneDrive and/or other digital platforms is a plus.
- Knowledge of other Project Control Software is a plus.

Job summary 3

As a Document Control Specialist, you will have the opportunity to tap into your curiosity and collaborate with some of the most innovative and diverse people around the world.

Duties & Responsibilities 3

Requirements & Skills 3

Bachelor’s Degree or 0-3 years experience in quality systems, document control, or quality assurance.
Possess strong analytical & interpersonal skills
Be able to communicate clearly and optimally
Have a strong work ethic
Be detail oriented and able to follow controlled procedures and work instructions
- Be able to work as an individual contributor or in a team environment
- Receive direct feedback and mentor in a positive manner
- Be a fast learner

Job summary 4

We have an exciting opportunity for a Document Control Specialist. The successful candidate will provide program coordination, maintain program schedules, research and analyzes program issues, recommend solutions and coordinate appropriate resources as needed.

Duties & Responsibilities 4

Collaborate to maintain and improve the Site Quality Management System to ensure continued conformity with ISO9001 and IATF16949 certification requirements.
Support the activities to maintain and improve the Document Control Program.
Responsible for generating or editing documents, updating the Document Control database, generating monthly status reports, maintaining master copies updated, and keeping files organized. Communicate Document Control Changes.
Maintain Records Control Schedule according to CRIM guidelines. This includes coordination with external Data and Records.
Collaborate with the issuance, tracking, and maintenance of QA and Technical documentation related to corrective and preventive actions, Internal Quality Audits, and Management of Changes activities.
Responsible for the tracking of monthly quality metrics and report generation.
- Liaison with external functions like R&D and sister sites QA or others as it relates to the Document Control Program.
- Collaborate with the QA Coordinator to assist with documentation and record keeping of customer quality documentation including Quality agreements, Customer questionnaires, Quality surveys, Scorecards, or others as needed.
- May be required to provide training or presentations to the organization.

Requirements & Skills 4

Job summary 5

The Document Control Specialist manages the electronic check-in/-out, processing, distribution, and upload of site documents for the site utilizing PDOCS, the Document Management System. This role manages updates, changes, and deletions of site-controlled documents utilized in the production environment; including but not limited to standard operating procedures, templates, work instructions, and placards. The Document Control Specialist is responsible for tracking each update through the approval and implementation of each document to meet its timeline utilizing a spreadsheet. The Document Control Specialist also provides support to site SMEs/document owners on the change order process.

Duties & Responsibilities 5

Requirements & Skills 5

Job summary 6

The Document Control Specialist prepares and maintains documentation about programming, systems operation, and user documentation. You will translate business specifications into user documentation. You will plan, write, and maintain systems and user support documentation efforts. You will communicate with management and various team leaders and members to ensure the flow of information is accurate and effective.

Duties & Responsibilities 6

Manage and maintain documents
- Coordinate information flow
- Review and write documents
- Purge documents

Requirements & Skills 6

2 or 4-year degree from an accredited University
3+ years experience with data entry for item masters, bills of material, and/or configuration management
3+ years experience with engineering changes procedures

Job summary 7

We're seeking a Document Control Specialist. Producing quality and professional documents is core to Company’s success. This position is responsible for ensuring that all work products delivered to the client are quality documents, adhere to the company templates, and are free of typos and grammatical errors. The Document Specialist also supports the overall Company quality control process.

Duties & Responsibilities 7

Requirements & Skills 7

Requires a college degree.
Must possess advanced skills in Microsoft Office suite, including Word, Excel, and PowerPoint. Visio skills are a plus.
Must have an excellent command of the English language to proof documents and adhere to proper technical writing guidelines.
Must have excellent organizational skills.
Experience in technical editing a plus.
- Must work efficiently to meet client deadlines and determine a schedule to handle multiple deadlines.
- Must communicate well both verbally and written. This position will support other offices within Quest Integrity.
- Demonstrate proven leadership behaviors and the ability to work effectively with all stakeholder groups and work well as part of a team focused on providing customer-oriented solutions.

Job summary 8

The Document Control Specialist is responsible for implementing the document and change control process and providing document support for development change orders and other company documentation. Provide continuous and rigorous assessment of Quality activities and documentation to assure compliance.

Duties & Responsibilities 8

Performs duties in support of established records management procedures, including scanning, filing, and managing records for storage and retrieval.
- Assist in the preparation of document control metrics and reports
- Provide support for regulatory inspections
- Provide metrics on processes

Requirements & Skills 8

MUST have 5 or more years of related field experience

Job summary 9

The Document Control Specialist is responsible for executing the change control processes to ensure standardization, accuracy, and completeness of documents before release. Represents Quality Assurance (QA) and interacts with cross-functional departments to provide quality system guidance. They are responsible for maintaining Master Control and performing tasks related to continuous improvement of this document control system Stakeholders in the development, implementation, and continued improvement of quality systems within the QA department.

Duties & Responsibilities 9

Requirements & Skills 9

Experience working in an FDA-regulated environment and the IVD industry is preferable.
1-2 years of experience is preferable.
Experience with Master Control a plus.
Experience with ERP systems a plus.
- Proficient in Microsoft Office, especially Word, and Excel, for editing and tracking documents.
- Experience with Document and Change Control electronic systems (preferably Master Control)
- Experience working with cross-functional areas (e.g., Manufacturing, Operations)

Job summary 10

The Document Control Specialist ensures that company quality system documentation (e.g., policies, procedures, work instructions, forms, records, etc.) is adequately approved, controlled, and maintained. Additionally, the Document Control Specialist proposes and implements improvements to document control systems.

Duties & Responsibilities 10

Requirements & Skills 10

Frequently asked questions

What are 10 things document control specialists do?

Document control specialists are responsible for managing the creation, storage, retrieval, and distribution of documents within an organization. Their duties may vary depending on the organization and the industry they work in. However, here are ten common things that document control specialists do:

Develop and Maintain Document Management Systems: Document control specialists design, implement and maintain document management systems that ensure the security and accessibility of documents.

Manage Document Reviews and Approvals: Document control specialists oversee document reviews and approvals to ensure that documents are accurate and up-to-date.

Establish Document Control Processes: They establish procedures and workflows for the creation, approval, storage, and distribution of documents.

Monitor Document Compliance: Document control specialists monitor document compliance to ensure that documents are meeting regulatory, legal, and quality standards.

Provide Training and Support: They provide training and support to staff members on document control processes and procedures.

Audit and Inspect Documents: Document control specialists perform audits and inspections to ensure that documents are accurate, up-to-date, and properly filed.

Maintain Document Records: They maintain document records, including archiving and purging documents according to company policies.

Manage Electronic Documents: They manage electronic documents, including email correspondence, PDF files, and other digital documents.

Coordinate Document Retrieval: Document control specialists coordinate the retrieval of documents for internal and external stakeholders.

Collaborate with Cross-functional Teams: They collaborate with cross-functional teams, including quality assurance, regulatory affairs, and project management, to ensure that document control processes meet organizational needs.

Overall, document control specialists play a critical role in ensuring that documents are properly managed, stored, and retrieved. They require a range of skills, including attention to detail, organizational skills, project management skills, and strong communication skills.

What are document control specialist skills?

A document control specialist requires a range of technical, analytical, and interpersonal skills to be successful in their role. Some of the key skills that a document control specialist needs are:

Attention to Detail: Document control specialists need to have excellent attention to detail to ensure that documents are accurate, complete, and properly filed.

Technical Skills: They should have a good understanding of document management systems and software, as well as proficiency in Microsoft Office applications, such as Word and Excel.

Organizational Skills: Document control specialists need to have strong organizational skills to manage documents efficiently, including creating and maintaining document filing systems.

Analytical Skills: They should be able to analyze complex information and data to identify issues, trends, and opportunities for improvement.

Communication Skills: They should have excellent communication skills to collaborate effectively with cross-functional teams, including quality assurance, regulatory affairs, and project management.

Project Management Skills: They should have strong project management skills to manage projects effectively, including developing project plans, setting timelines, and budgets, and monitoring progress.

Compliance Knowledge: They should have a good understanding of regulatory, legal, and quality requirements related to document control.

Problem-Solving Skills: They should be able to identify problems and develop innovative solutions to improve document control processes.

Adaptability: They should be adaptable and able to work in a fast-paced environment, managing multiple projects simultaneously, and adjusting to changing priorities.

Overall, a successful document control specialist needs a blend of technical, analytical, and interpersonal skills to manage documents effectively and ensure compliance with regulatory and quality standards.

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