Document Control Specialist

The Document Control Specialist's responsibilities include maintaining a comprehensive and accessible company document library, processing and recording document revisions, ensuring the security and confidentiality of sensitive documents, and educating employees on document control procedures.

The ideal candidate should have excellent attention to detail, strong organizational skills, and experience with document management software.

Responsibilities

• Manage and maintain all controlled documents, including processing and recording revisions.
• Verify and ensure the accuracy and quality of documents.
• Collaborate with teams to gather and consolidate data for document processing.
• Ensure the security, accessibility, and proper distribution of company documents.
• Coordinate and educate employees on document control processes and policies.
• Monitor regulatory activity to maintain compliance with records and document management laws.
• Assist with internal and external audits by providing necessary documents.
• Use document management software and other tools to monitor and control documents.
• Update and control procedure documents and forms
• Create and manage document hierarchy and process systems
• Train employees in the use of controlled documents
• Ensure all documents meet set standards in terms of quality and compliance
• Coordinate all activities related to the document control procedure, including the distribution of documents and ensuring access
• Input document data into the standard registers ensuring that the information is accurate and up to date
• Implement and maintain document control processes and procedures
• Develop and maintain the comprehensive filing system and computer database for all documents to be retained in the document control center
• Manage the flow of documentation within the organization
• Maintain confidentiality around sensitive documentation
• Prepare reports and audits to help identify document inconsistencies
• Ensure all documents are up-to-date and accurately reflect current policies and procedures

Qualifications

• Proven experience as a Document Control Specialist or similar role.
• Proficient with document management software systems.
• Strong knowledge of record-keeping and document control principles.
• Excellent attention to detail and organizational skills.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Associate's or Bachelor's degree in Business Administration or a relevant field preferred.