Document Control Specialist

Job Description

Job Description

Job Title: Document Control Specialist

Job Type: Full-time

Job Summary:

As a Document Control Specialist at American Power Innovations, you will be responsible for supporting the document control processes within the engineered-to-order manufacturing setting. This role requires a detail-oriented individual with strong organizational skills. The Document Control Specialist will work closely with the Document Control Manager and various departments to ensure the accurate creation, distribution, and maintenance of engineering and manufacturing documents.

Key Responsibilities:

Document Processing:

• Assist in the processing, categorization, and distribution of engineering drawings, specifications, and related documents.
• Log revisions and distribution to key team members.
• Ensure that all documentation is accurately labeled, stored, and accessible according to established procedures.
• Assist in preparation of close out of project (final deliverables, archiving, storage).

Data Entry and Updating:

• Input data into document management systems, ensuring accuracy and completeness.
• Assist in updating documents as per change requests, ensuring version control and traceability.
• Maintain and update drawing files, drawing lists, construction drawings, vendor drawings, and design reference drawings.

Collaboration:

• Collaborate with team members to gather, organize, and distribute documentation as required.
• Support communication and coordination between departments for effective document control.
• Review and proofread documents for consistency of document format and system concerns.
• Distribute and circulate information in a timely manner as requested.

Filing and Retrieval:

• Maintain organized filing systems for easy retrieval of documents when needed.
• Assist in retrieving documents for various departments and projects.
• Use department database to track, manage and control issued documents.

 

Quality Assurance:

• Participate in regular audits to ensure document accuracy, consistency, and compliance with established standards.
• Report any discrepancies or issues to the Document Control Manager.

Training Support:

• Support training initiatives for employees on document control procedures.
• Provide assistance and guidance to staff regarding document management tools and processes.

Qualifications:

• High school diploma or equivalent.
• Previous experience in a clerical or administrative role is advantageous.
• Basic understanding of document control processes and procedures.
• Familiarity with document management systems and software.
• Strong attention to detail and organizational skills.
• Ability to work collaboratively in a team-oriented environment.
• Ability to work independently to complete assigned tasks in a timely manner.
• Drafting experience is a plus.
• Knowledge of engineering department functions preferred.
• Excellent written and verbal communication skills.