Quality Control Document Specialist

Quality Control Specialist Full-Time

Position Summary 

The Document Control Specialist is responsible for the management, organization, and maintenance of all documents and records related to the Quality Management System (QMS). This role ensures that documentation is accurate, up-to-date, and readily accessible for audits, production, and compliance purposes. The Document Control Specialist also manages calibration records, supports production and lab teams with documentation needs, and provides general administrative support to ensure seamless operations.

Essential Job Responsibilities 

Document & Record Management

• Maintain the intranet for access to documents and records within the QMS.
• Scan and archive all finished work orders and first articles, ensuring completeness and proper authorization.
• File calibration certificates and ensure UT (Ultrasonic Testing) reports are accurately entered into Excel and saved to NDT report directories.
• Ensure all required documents are scanned and organized for audit readiness.
• Enter certifications, EQRs, and function-specific training records into the appropriate systems.
• Update and maintain record summaries for compliance and reporting.
• Add new prints and promptly update revised prints in the document control system.

Calibration & Equipment Documentation

• Monitor calibration schedules to prevent lapses, and coordinate sending devices out for calibration as required.
• Upon return, reactivate calibrated devices in the system, apply new calibration stickers, and return devices to the lab.
• Issue and track tape measures and fillet weld gauges in the system.

Product & Floor Support 

• Laminate prints, weld procedures, and other documents for use in production departments and floor binders.
• Maintain and update binders on the production floor, replacing prints as necessary. 
• Ensure that required stickers are printed and available for floor operations

Administrative & Clerical Support 

• Perform clerical typing and general administrative duties as needed.
• Check and respond to emails throughout the day to address documentation requests and urgent needs.
• Assist with preparing and scanning documents for audits and compliance reviews.
• Support any additional tasks or projects assigned by the manager or supervisor.

Qualifications

• High school diploma or equivalent required; additional training in document control, quality, or administration preferred.
• 2+ years of experience in document control or administrative support, preferably in a manufacturing or quality-controlled environment.
• Familiarity with Quality Management Systems (QMS) and calibration documentation is a plus.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and electronic document management systems.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent communication and interpersonal skills.