Associate Document Control Specialist

The Document Control Specialist is responsible for maintaining and controlling those documents identified by the organization as being necessary to execute global activities consistently and at the highest levels of efficiency and effectiveness. Although primarily focused on documents of internal and external origin which are part of the quality management system, other business needs for control of documents will also be handled (e.g. Finance, People Ops, etc.). The role will have a significant impact on maintaining ISO9001:2015 registration. This is an administrative role. The role reports to the Head of Global Quality.

Responsibilities

Maintain and control documents identified by the organization as necessary to execute global activities; Preserve archived and obsolete revisions of documents and make them available on request; Ensure availability of current versions of documents required by ISO9001:2015 and the QMS; Ensure documents are reviewed for suitability, adequacy, and accuracy on a defined frequency; Ensure new documents use correct templates and changes are reviewed and approved by appropriate subject matter experts; Support functional groups in all regions with control of their documents, including statutory and regulatory compliance; Implementation of document control best practices; Provide training to new and existing users on document management processes; Review documents for completeness and compliance with internal template and procedure requirements; Work with document owners to resolve document change issues before submitting for approval; Facilitate, coordinate and manage the approval process for change review and document release; Drive timeliness of review and approval processes; Ensure distribution of new documents and revisions and verify recipients acknowledge changes; Support cross functional teams with document control system process needs and document requests; Enforce document control policies and procedures and assist with training records; Publish KPIs for document control and use them to identify and execute improvements; Perform other additional duties or special projects as assigned by the Head of Global Quality

Requirements

Minimum of 10 years Document Control experience in a technical organization(s); Thorough familiarity with at least one Electronic Document Management System; Experience creating effective training materials and comfortable in performing live training sessions with an audience for internal and external stakeholders; Experience in compiling data to support metrics reporting and analyzing current processes; Understanding of ISO9001:2015 requirements; Understanding of other QMS standard requirements e.g. ISO13485, ISO13485, IATF16949 (preferred); Systems oriented, experience with various IT systems (preferred); Experience implementing Document Management systems (preferred); Must have strong verbal and written communication skills and possess the ability to interact effectively with colleagues and external parties; Fluency in English; Exhibit a high level of initiative and integrity; Excellent decision-making skills and the ability to work in a collaborative environment, a team player; Ability to exercise good judgment within broadly defined practices and policies and work in a self-directed manner; Tenacity and assertiveness in obtaining timely reviews and approvals from colleagues at all levels of the organization; Excellent collaboration skills and the ability to manage multiple tasks and projects simultaneously; Ability to build strong trust-based relationships; Strong in identifying business processes and communicating system requirements; Adept at shifting priorities while maintaining a high degree of organization and control; Strong listener who's comfortable with ambiguity, asking questions, and providing clarity; Strong customer service skills with demonstrated service mentality

Nice to have

Understanding of other QMS standard requirements e.g. ISO13485, ISO13485, IATF16949; Systems oriented, experience with various IT systems; Experience implementing Document Management systems