The Document Control Specialist is responsible for managing, tracking, organizing, and maintaining various documents including engineering documents, project management document and records throughout the project lifecycle and R3’s Management System documents (policies, procedures, forms, etc.). This role ensures that all documents, engineering drawings, technical specifications, procedures, reports, and project documentation are accurately controlled, distributed, and archived in accordance with company standards and regulatory requirements. The position works closely with various functional areas in the organization including engineering, project management, quality, and operations teams to ensure document control, accuracy and accessibility.

Duties and Responsibilities:

• Maintain document control systems, databases, and electronic filing structures.
• Manage document lifecycle through creation, formatting checks, routing for review/approval, publishing, archival
• Process document revisions and maintain accurate revision histories.
• Manage the receipt, distribution, tracking, storage, and retrieval of engineering and project documentation.
• Ensure engineering drawings, specifications, procedures, and revisions are properly controlled and updated.
• Coordinate document reviews, approvals, and transmittals between internal departments and external stakeholders.
• Verify document compliance with company procedures, quality standards, and regulatory requirements.
• Monitor document workflows and follow up on overdue reviews and approvals.
• Administer document management systems (DMS/eQMS), configure workflows, manage permissions, troubleshoot routing issues.
• Generate and maintain controlled libraries, manage electronic and hard-copy repositories, ensure distribution of current versions and maintain document registers, logs, and status reports.
• Archive completed project documentation according to retention policies.
• Support audits by providing documentation and records as required.
• Assist with implementation and continuous improvement of document control processes and systems.
• Ensure compliance and verify documents meet regulatory standards (ISO 9001, GMP, FDA 21 CFR Part 11).
• Ensure confidentiality and security of sensitive business, engineering and company information.
• Fulfill internal/external requests for records, as approved.
• Collaborate with project teams to ensure timely document submission, revision and distribution.

Education Level Requirements:

• High school diploma required; Associate or bachelor’s degree in Quality related field, Business Administration, Engineering Technology, Information Management, or other related field; Equivalent experience may be considered.

Years of Experience:

• 4+ years of document control experience within manufacturing, industrial, engineering, construction, energy, or similar technical environments. Experience supporting industrial, manufacturing, mining, chemical processing, energy, or engineering projects and managing engineering drawings, specifications, and technical documentation, preferred.

Professional Certifications:

• Certifications such as RQAP-GMP or ASQ CQI, preferred.
• Experience with ISO 9001, IATF 16949, or other relevant management systems, required
• Knowledge of ISO 9001, quality management systems, or regulated document control processes.
• Familiarity with AutoCAD, SolidWorks PDM, Aconex, Procore, OpenText, Autodesk Vault, or similar document control software, preferred.
• Understanding manufacturing and engineering change management processes

Skills and Competencies:

• Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and SharePoint.
• Experience using document management systems (DMS), ERP systems, or electronic document control platforms.
• Knowledge of document lifecycle workflows and version control.
• Understanding of regulatory standards (ISO 9001, GMP, FDA 21 CFR Part 11).
• Strong technical writing, formatting, indexing, and metadata tagging skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Ability to work proactively and collaboratively between multiple business functional areas.
• Excellent written and verbal communication skills.

Physical Job Requirements and Working Conditions:

• This role requires working in a high-volume, fast-paced manufacturing environments and must be able to:
• Perform work primarily in an office environment and requires the ability to operate standard office equipment and keyboards
• Have close visual acuity to perform an activity such as preparing and analyzing documents and drawings, transcribing, viewing a computer terminal and extensive reading
• Walk short distances and up and down stairs
• Support critical manufacturing operations outside of normal business hours, when required