Document Control Specialist

Document Control Specialist

AllClear Aerospace & Defense is the military aviation aftermarket industry's leading provider of mission-ready solutions. We provide excellence in sustainment for the U.S. militaries and its allies. Headquartered in Miramar, Florida, AllClear's sustainment solutions cover over 25 of the most utilized military aircraft platforms, supported with distribution agreements from leading OEMs, in-house and managed repair services, engineered products, manufacturing, and logistics solutions.

AllClear represents more than 30 years of defense aerospace sustainment experience and expertise, focused on the bigger mission mindset of keeping militaries mission ready. AllClear locations include Abu Dhabi, UAE; Camarillo, CA; Cambridge, UK; Chatsworth, CA; Greenville, SC; Macon, GA; Miramar, FL; Seoul, S. Korea; Singapore; South San Francisco, CA; and Tokyo, Japan.

The Document Control Specialist is responsible for maintaining the integrity, accuracy, availability, and traceability of controlled technical and quality records supporting AllClear Aerospace & Defense's Engineered Products business.

This position manages the full lifecycle of engineering drawings, specifications, work instructions, procedures, customer technical data, quality records, and other controlled information from receipt or creation through review, approval, release, revision, distribution, retention, and obsolescence.

The Document Control Specialist works closely with Engineering, Quality, Operations, Planning, Program Management, and other functions to ensure employees have access to the correct revision of approved documentation and that changes are implemented in a controlled, timely, and traceable manner.

The successful candidate will demonstrate strong attention to detail, an understanding of aerospace manufacturing documentation and change-control requirements, and the ability to work effectively within ERP, document management, and engineering change-control systems.

Essential Duties and Responsibilities

Document Control & Records Management

• Maintain controlled engineering, manufacturing, quality, and customer documentation in accordance with company procedures, customer requirements, and applicable quality standards.
• Manage the document life cycle, including receipt, review, approval, release, revision, distribution, retention, and obsolescence.
• Ensure current, approved revisions of drawings, specifications, work instructions, procedures, and other technical documents are available at the point of use.
• Prevent unintended use of obsolete or superseded documents by ensuring they are properly identified, removed from use, archived, or dispositioned.
• Maintain accurate document metadata, revision history, approval status, effective dates, distribution records, and required traceability information.
• Control customer-furnished technical data, including drawings, specifications, standards, and other customer-controlled documentation.
• Maintain legacy technical records, including paper files, drawings, Mylar masters, and other historical documentation as required.
• Ensure controlled documents and records are securely stored, protected, retrievable, and retained in accordance with applicable requirements.

Engineering Change & Configuration Control

• Process and coordinate Engineering Change Orders (ECOs), Engineering Change Notices (ECNs), drawing revisions, specification changes, and other controlled engineering changes.
• Verify required reviews and approvals are complete before release.
• Coordinate with Engineering, Quality, Planning, Operations, and other functions to ensure approved changes are accurately incorporated into affected documents and systems.
• Maintain traceability between engineering changes, document revisions, part numbers, Bills of Material (BOMs), work instructions, and other affected records.
• Support product and document configuration baselines and maintain accurate current and historical configuration records.
• Identify inconsistencies among drawings, specifications, BOMs, routings, work instructions, and system records and coordinate resolution with the appropriate functional owner.
• Support implementation of customer-directed drawing, specification, and configuration changes.

Document Release & Manufacturing Support

• Review document packages for completeness, accuracy, revision status, required approvals, and supporting information prior to release.
• Release approved drawings, specifications, procedures, work instructions, and other controlled documentation into the appropriate system.
• Support Planning and Manufacturing by ensuring production documentation reflects the current approved configuration.
• Respond to requests for controlled documents and technical records in a timely manner.
• Coordinate documentation updates driven by manufacturing, quality, supplier, or customer requirements.
• Assist in resolving document-related issues that could affect production flow, inspection, product acceptance, or delivery.

Quality & Regulatory Compliance

• Perform document-control activities in accordance with the company's Quality Management System and applicable requirements, including AS9100 and ISO9001.
• Support internal, customer, registrar, and regulatory audits by providing controlled documents, revision histories, approvals, change records, and other objective evidence.
• Assist in identifying and correcting document-control deficiencies identified through audits, corrective actions, or daily operations.
• Maintain records in accordance with contractual, regulatory, customer, and company retention requirements.
• Protect proprietary, customer, export-controlled, and other sensitive technical information in accordance with applicable requirements.
• Support compliance with ITAR, EAR, and customer-specific technical-data requirements as applicable.
• Participate in corrective-action and continuous-improvement activities related to document and configuration control.

Systems & Data Integrity

• Maintain controlled documentation within applicable ERP, PLM, QMS, EDMS, and other business systems.
• Ensure document information and revision status remain consistent across systems and identify discrepancies requiring correction.
• Perform periodic reviews of document repositories to identify obsolete, duplicate, incomplete, or improperly controlled documentation.
• Support migration of legacy paper and electronic records into approved systems while preserving revision history, traceability, and record integrity.
• Assist in developing and maintaining standardized document structures, naming conventions, metadata, workflows, and approval processes.
• Support system improvements and digitalization efforts related to engineering, quality, and manufacturing documentation.
• Identify opportunities to reduce manual document handling, duplicate entry, paper-based processes, and unnecessary administrative steps.

Performance Measures

Performance may be measured through a combination of:

• Document and revision accuracy
• Engineering change processing cycle time
• On-time document release
• Number and severity of document-control audit findings
• Accuracy of configuration and revision status
• Timeliness of internal and customer document requests
• Reduction of obsolete or uncontrolled documents at point of use
• Document repository accuracy and completeness
• Effectiveness of document migration and process-improvement activities
• Internal customer responsiveness

Required Qualifications

• High school diploma or equivalent required; associate degree, technical certification, or equivalent relevant experience preferred.
• Minimum of 3 years of document control, configuration management, engineering support, quality, or technical records experience in aerospace, defense, manufacturing, or another highly regulated industry.
• Experience working with engineering drawings, specifications, work instructions, Bills of Material, and other manufacturing documentation.
• Experience with engineering change and document revision processes.
• Ability to read and understand engineering drawings, revision blocks, parts lists, and basic technical documentation.
• Working knowledge of document lifecycle management, revision control, record retention, and controlled-document practices.
• Experience using ERP, PLM, QMS, EDMS, or similar electronic document-management systems.
• Strong computer skills, including Microsoft Office and electronic file-management systems.
• Strong attention to detail and demonstrated ability to maintain accurate records.
• Ability to manage multiple priorities and work effectively across Engineering, Quality, Operations, Planning, and other functions.
• Strong written and verbal communication skills.

Preferred Qualifications

• 5+ years of document control or configuration management experience within aerospace and defense manufacturing.
• Experience working within an AS9100-certified Quality Management System.
• Knowledge of configuration-management principles and practices.
• Experience processing ECOs, ECNs, drawing releases, specification changes, BOM revisions, and related engineering documentation.