Document Control Specialist

Job Description

Job Description

Description:

Job Summary: The Document Control Specialist is responsible for administering and maintaining Qnergy’s document control processes top ensure compliance with ISO 9001 and other applicable quality standards. This role supports the Quality Management System (QMS) by ensuring policies, procedures, work instructions, engineering documents, and quality records are accurate, current, properly controlled, and readily accessible. The Document Control Specialist partners closely with Quality, Engineering, Manufacturing, and other functional teams to maintain document integrity, support audits, and promote continuous improvement of document management processes. 

Responsibilities:

• Administer and maintain document control processes in accordance with ISO 9001 requirements and company procedures. 
• Manage the creation, review, approval, distribution, revision, retention, and archival of controlled documents. 
• Ensure policies, procedures, work instructions, specifications, drawings, and quality records are accurate, current, and accessible to authorized personnel. 
• Maintain and manage both electronic and hard copy documentation systems, ensuring proper classification, indexing, storage, and retention. 
• Track document revisions, approvals, and change histories to ensure records remain current, traceable, and audit ready. 
• Coordinate document changes across departments and ensure timely implementation of approved revisions. 
• Support the development, maintenance, and continuous improvement of the QMS. 
• Perform routine reviews of controlled documents to ensure compliance with established standards and document retention requirements.
• Assist with internal and external audits by preparing records, providing documentation, and supporting audit activities. 
• Monitor document compliance and identify opportunities to improve document control processes and system efficiency. 
• Enter, maintain, and verify production, inspection, and test data within designated systems. 
• Train employees on document control processes, document access, and revision management practices as needed. 
• Collaborate with Quality, Engineering, and Operations teams to ensure documentation accurately reflects current processes and practices. 
• Maintain confidentiality and security of controlled documents and proprietary information. 
• Support corrective and preventative action activities by maintaining associated records and documentation. 
• Perform other duties as assigned. 

Requirements:

Education & Experience:

• High school diploma or equivalent required; Associate degree in Business, Quality, Engineering Technology, or a related field preferred. 
• Minimum three (3) years of document control, quality, manufacturing, or related experience required. 
• Experience supporting ISO 9001 or other regulated quality systems preferred. 
• Experience working in a manufacturing environment preferred. 
• Experience with electronic document management systems (EDMS), SharePoint, or similar document control platforms required. 
• ISO 9001 Internal Auditor, Lead Auditor, Six Sigma, or similar certifications are preferred. 

Skills & Abilities:

• Working knowledge of Iso 9001 requirements and quality management principles. 
• Demonstrated ability to perform professional and administrative responsibilities with minimal supervision.
• Strong organizational skills with exceptional attention to detail and document accuracy. 
• Strong understanding of document revision control, retention practices, and records management principles. 
• Proficiency in Microsoft Office Suite, SharePoint, and other web-based business applications. 
• Ability to maintain accurate records while managing multiple priorities and deadlines. 
• Strong analytical and problem-solving skills with the ability to identify process improvement opportunities. 
• Effective written and verbal communication skills with the ability to collaborate across multiple departments. 
• Ability to interpret technical documents, engineering drawings, procedures, and specifications. 
• Ability to handle sensitive and confidential information with discretion. 
• Ability to work independently while supporting cross-functional teams in a fast-paced manufacturing environment. 

Work Environment:

• Primarily performed in an office environment with regular interaction in manufacturing and laboratory areas. 
• Requires prolonged periods of sitting and computer use. 
• Frequent use of standard office equipment, including computers, printers, scanners, and copiers. 
• Regular movement between office, production, engineering, and quality areas to support documentation activities. 
• May require occasional lifting of files, boxes, or documents up to 25 pounds. 
• Exposure to manufacturing environments requiring adherence to established safety procedures and use of personal protective equipment (PPE) as required. 
• Occasional schedule flexibility may be required to support audits, business needs, or critical documentation activities.