Document Control Specialist

Document Control SpecialistThe 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 ResponsibilitiesMaintain and administer the company's document control system (electronic and hard copy)Ensure proper version control, revision tracking, and document retention practicesCoordinate review, approval, and release of controlled documentsManage Standard Operating Procedures (SOPs), work instructions, forms, policies, and engineering drawingsSupport audit readiness by organizing and retrieving documentation as neededCollaborate with Quality, Engineering, Operations, Safety, and HR to ensure documentation accuracyMonitor document change requests and maintain revision history logsTrain employees on document control procedures and best practicesArchive obsolete documents in accordance with retention guidelinesSupport continuous improvement initiatives through process documentation updatesMaintain confidentiality and security of sensitive recordsCore Competencies & SkillsCompetencyDescriptionDocument Management SystemsProficient in maintaining electronic document control platforms and structured filing systemsVersion Control & TraceabilityStrong understanding of revision control, change management, and audit trailsAttention to DetailExceptional accuracy in reviewing, formatting, and publishing documentationProcess OrientationAbility to align documentation with Lean Manufacturing workflowsCross-Functional CollaborationWorks effectively with multiple departments to ensure clarity and complianceTechnical WritingClear, concise documentation writing and formatting skillsData IntegrityMaintains structured records with a high level of accountabilityMicrosoft Office & ERP SystemsAdvanced skills in Word, Excel, SharePoint, and internal systemsCharacter Attributes / Soft SkillsAttributeBehavioral ExpectationTrustHandles confidential information responsibly and maintains documentation accuracy100% Engaged Every DayDemonstrates ownership and urgency in maintaining current documentationFocus & Build on StrengthsBrings disciplined organization and structured thinking to all processesProtect First Things NowPrioritizes compliance, safety, and regulatory documentationTeamworkSupports departments with timely and accurate document updatesAgilityAdapts quickly to process changes and evolving operational needsExpect the BestMaintains high standards for document quality and clarityPerformance Indicators / Success Metrics100% compliance with document control proceduresZero audit findings related to documentation managementTimely processing of document revisions and change requestsDocument retrieval response time within established standardsAccurate retention and archival of obsolete documentsPositive internal feedback from department leadersContinuous improvement in documentation workflowsRequired & Preferred QualificationsRequired:Associate degree or equivalent experience in Business, Quality, Engineering, or related field2+ years of document control, administrative, or quality systems experienceStrong organizational and recordkeeping skillsProficiency in Microsoft Office SuiteAbility to manage multiple priorities with high attention to detailPreferred:Experience in a manufacturing or industrial environmentFamiliarity with ISO or other regulatory compliance standardsExperience with ERP or document management systemsLean Manufacturing exposureTypical Physical DemandsFrequent sitting and computer use (up to 75% of workday)Occasional standing and walking within office and manufacturing areasAbility to lift up to 25 pounds (file boxes, archived materials)Manual dexterity sufficient for keyboarding and document handlingVisual acuity for detailed document review and screen workOccasional bending, reaching, and filingTypical Working ConditionsPrimarily office-based environment with periodic exposure to manufacturing floorExposure to moderate noise levels when entering plant areasMay 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 updatesClimate-controlled office environment with occasional exposure to temperature fluctuations in plant settings