Technical Document Control Specialist

Job Description

Job Description

Technical Document Control Specialist

Job Title: Technical Document Control Specialist                                                               

Classification: Non-Exempt Work Location: Frederick,CO    Reports to: President                                                              Salary Grade/Range: $26 - $33 per hour

Start Date:          TBD Travel: N/A

Xpect Solutions Inc. is an UL 508A-certified industrial control panel shop located in Frederick, Colorado. We design and manufacture customized electrical control equipment for a variety of industries and provide specialized electrical design and engineering services. Our focus is on delivering high-quality products, reliable engineering solutions, and documentation that supports safe, consistent, and efficient manufacturing operations.

Position Overview and Purpose

The Technical Document Control Specialist is responsible for managing, organizing, maintaining, and distributing controlled technical documentation across Xpect Solutions. Working closely with engineering, production, quality, and other departments, this position ensures that accurate, current, and approved documentation is readily available to the appropriate personnel.

This role also supports the development and maintenance of technical documents, including standard operating procedures, work instructions, product manuals, installation and maintenance guides, material reports, and other technical and administrative publications.

The ideal candidate is detail-oriented, highly organized, and skilled in technical writing, document management, and process improvement. The successful candidate will help establish and maintain consistent document control practices that support manufacturing efficiency, product quality, and customer requirements.

Essential Duties and Responsibilities

Document Control and Records Management

• Maintain an organized document control system to ensure technical documents and records are properly identified, stored, tracked, and readily retrievable.
• Distribute the latest approved revisions of drawings, procedures, work instructions, manuals, and other controlled documents to designated personnel.
• Ensure obsolete or superseded documents are removed from active use and appropriately archived to prevent unintended use.
• Maintain document revision histories, approval records, and change documentation in accordance with company procedures.
• Establish, implement, and maintain standardized document control and revision management processes.
• Review documents for completeness, accuracy, consistency, and compliance with applicable internal procedures and customer requirements.
• Maintain electronic document databases and filing systems to support efficient retrieval, traceability, and record retention.
• Identify missing, incomplete, inaccurate, or outdated information and coordinate necessary corrections with the appropriate personnel.
• Perform data entry, document formatting, scanning, filing, and other administrative tasks associated with document control.
• Follow established document control policies, procedures, and recordkeeping requirements.

Technical Writing and Documentation Development

• Collaborate with electrical and mechanical technicians, engineers, and production personnel to develop clear, accurate, and user-friendly technical documentation.
• Write, edit, and update standard operating procedures, work instructions, technical manuals, installation guides, maintenance instructions, and related publications.
• Translate technical information into practical documentation that can be understood and consistently followed by the intended audience.
• Review engineering drawings, schematics, flowcharts, sketches, parts lists, specifications, product samples, and other technical information to develop accurate documentation.
• Research manufacturing processes, product technologies, equipment operation, and maintenance requirements to support documentation development.
• Interview engineering and production personnel to gather technical information and verify documented processes.
• Organize technical content according to established standards for clarity, accuracy, consistency, terminology, and formatting.
• Review existing documentation and recommend revisions to improve accuracy, usability, organization, and effectiveness.
• Ensure technical documents accurately reflect current manufacturing processes, product configurations, and approved engineering changes.
• Assist with the development and standardization of documentation templates, formatting guidelines, and technical writing practices.

Cross-Functional Collaboration and Continuous Improvement

• Work with engineering, production, quality, and other departments to identify documentation needs and maintain consistent information across departments.
• Support the implementation of document control procedures that improve workflow, accountability, and access to current information.
• Identify opportunities to improve documentation processes, reduce errors, and increase operational efficiency.
• Coordinate document updates resulting from process changes, product revisions, corrective actions, or customer requirements.
• Perform other related duties as assigned by authorized management personnel.

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills, including excellent grammar, spelling, and proofreading abilities.
• Demonstrated ability to write, edit, and organize technical information into clear, concise, and easy-to-follow documentation.
• Strong attention to detail and commitment to document accuracy, consistency, and revision control.
• Excellent organizational, time-management, and recordkeeping skills.
• Ability to manage multiple assignments and competing priorities while meeting deadlines.
• Proficiency in data entry, document formatting, electronic filing, and information retrieval.
• Ability to read and interpret technical specifications, engineering drawings, electrical schematics, parts lists, and work instructions.
• Ability to communicate effectively with technical and nontechnical personnel across multiple departments.
• Strong problem-solving skills and a proactive approach to identifying documentation gaps and process improvements.
• Ability to adapt to changing priorities, learn new software applications, and implement improved work practices.
• Ability to work independently while contributing effectively to a collaborative team environment.
• Commitment to maintaining confidentiality, following established procedures, and handling controlled records responsibly.

Basic Qualifications and Competencies

• 4 years of experience in document control, records management, technical administration, or a related field.
• Experience maintaining controlled records and managing document revisions within an electronic filing or document management system.
• Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat, AutoCad and Corel Draw
• Ability to learn and effectively use new software applications and document management tools.
• Authorization to work in the United States, with employment eligibility verification completed as required by law.

Preferred Qualifications and Competencies

• Proven track record of technical writing, editing, or technical documentation experience.
• Experience in an electrical, mechanical, industrial, or manufacturing environment.
• Familiarity with electrical schematics, engineering drawings, bills of materials, parts lists, and technical specifications.
• Experience developing standard operating procedures, work instructions, installation manuals, or maintenance documentation.
• Familiarity with document revision control, change management, and controlled record retention.
• Experience supporting quality management systems or working with documented manufacturing processes.

Physical Demands and Working Environment

The position primarily involves office-based computer work, with periodic visits to manufacturing and production areas. The employee must be able to perform the following physical activities, with or without reasonable accommodation:

• Sitting: Up to 65% of the workday.
• Walking: Up to 40% of the workday.
• Standing: Up to 40% of the workday.
• Reaching: Up to 10% of the workday.
• Lifting and bending: Up to 10% of the workday.
• Lifting capacity: Ability to lift and carry up to 45 pounds, as required.
• Work environment: Primarily indoors.

Physical activity percentages may overlap depending on daily responsibilities. The position may require movement between office and manufacturing areas and adherence to applicable workplace safety requirements.

General Statement

The qualifications, physical demands, and work environment characteristics described in this job description represent the requirements generally associated with performing the essential functions of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Management reserves the right to assign additional duties and responsibilities consistent with business needs.

This job description does not constitute an employment contract, express or implied. Xpect Solutions Inc. reserves the right to revise, update, or modify this job description as business needs change, subject to applicable law.

Employee Acknowledgment

I acknowledge that I have received and reviewed this job description and understand the general duties, responsibilities, and expectations associated with this position.