Document Control Specialist

Job Summary: The Document Control Specialist is responsible for managing organizing and maintaining the companys documentation and records in compliance with regulatory requirements and internal policies. This role involves overseeing the document lifecycle ensuring document accuracy accessibility and security and supporting various departments in managing their documentation needs.

Key Responsibilities:

1. Document Management:
   • Develop and maintain document control systems and processes to ensure efficient document storage retrieval and distribution.
   • Classify index and file documents in both physical and electronic formats.
   • Ensure that all documents are uptodate accurate and compliant with company standards and regulatory requirements.
2. Document Review and Approval:
   • Coordinate the review approval and distribution of documents including policies procedures manuals and technical documents.
   • Track document revisions and maintain version control to ensure the most current documents are in use.
   • Work closely with various departments to ensure timely review and approval of documents.
3. Compliance and Auditing:
   • Conduct regular audits of document control processes and systems to ensure compliance with internal policies and regulatory standards.
   • Prepare and present audit findings and recommendations for process improvements.
   • Support external audits by providing necessary documentation and information.
4. Training and Support:
   • Provide training and guidance to employees on document control processes systems and best practices.
   • Assist users in accessing retrieving and managing documents as needed.
   • Address and resolve documentrelated issues and inquiries from employees.
5. Document Security and Confidentiality:
   • Implement and maintain document security protocols to protect sensitive and confidential information.
   • Monitor and control access to documents to ensure only authorized personnel have access.
   • Ensure compliance with data protection regulations and company policies.
6. System Maintenance and Improvement:
   • Regularly review and update document control systems and processes to enhance efficiency and effectiveness.
   • Implement improvements based on feedback from users and audit findings.
   • Stay informed about industry best practices and advancements in document control technology.
7. Collaboration and Communication:
   • Collaborate with crossfunctional teams to ensure document control processes align with organizational goals and objectives.
   • Communicate document control requirements and updates to relevant stakeholders.
   • Maintain effective communication channels to facilitate document management across the organization.

Qualifications:

• Bachelors degree in Business Administration Information Management or a related field.
• Minimum of 35 years of experience in document control records management or a related area.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficiency in document management software and Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.

Remote Work :

No