We are seeking a skilled Document Control Specialist with expertise in Vendor Document Requirements (VDR) codes to join our team. The ideal candidate will be responsible for managing and organizing project documents, ensuring they meet vendor requirements, and overseeing the document control process from start to finish.

The Document Control Specialist will work closely with cross-functional project teams to manage the flow of documents, ensuring that they are accurate, complete, and meet the required codes and standards. The candidate must have shown computer experience, preferably in Electronic Document Management Systems (EDMS). The candidate should have base knowledge of document life cycles.

The successful candidate will possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

Key Responsibilities:

• Understand, implement, and maintain the document management requirements for the project, ensuring compliance with VDR codes.
• Review, verify, and approve vendor documents to ensure they meet the required codes and standards.
• Manage and organize electronic and paper-based documents, including spec sheets, technical drawings, manuals, and certifications, ensuring their accuracy and completeness.
• Ensure all document control processes are followed and maintained in accordance with project requirements, industry standards and company policies.
• Follow the appropriate reporting structure to keep the project leadership advised of all document status, exceptions, and expediting requirements.
• Ensure the established processes, procedures, and standardized forms and templates are implemented accurately and followed through efficiently to completion to support the schedules of the projects.
• Process incoming documentation (i.e., registration in the EDMS, quality check, distribution, life cycle follow-through & reporting).
• Process outgoing documentation (i.e., quality check, transmittal creation, distribution & reporting).
• Develop and maintain relationships with vendors and customers to ensure compliance with documentation requirements.
• Provide training to internal and external stakeholders on document control processes and procedures.
• Maintain accurate records of documents, including revisions, status, and approvals.
• Ensure document security, confidentiality, and accessibility.
• Collaborate with cross-functional project teams to identify areas for process improvements and implement changes as required.
• Provide administrative support to the project team as required.

Critical Competencies:

• Knowledge of document life cycles & basic understanding of the importance to track relevant attributes, statuses and being able to report on that information.
• Excellent knowledge of document control systems, standards, and best practices.
• Strong analytical and problem-solving skills, with the ability to identify issues and develop effective solutions.
• Excellent organizational and time-management skills, with the ability to manage multiple projects and priorities simultaneously.
• Excellent interpersonal communication (verbal and written) skills, with the ability to communicate effectively with internal and external stakeholders.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Visio, and PowerPoint, as well as Adobe Acrobat.
• Experience with SharePoint and other Electronic Document Management Systems (EDMS).
• Ability to work independently and as part of a team, prioritizing tasks in a fast-paced environment.
• Thrives in a demanding environment and has the ability to multi-task.
• Must have confidence to ask questions and seek clarification as needed to meet defined objectives.

Qualifications:

• Must have a High School Diploma. Bachelor's degree preferred but will accept similar or relevant work experience.
• 3-5 years of experience in document control management, with a focus on vendor document requirements codes, completing projects and using an EDMS.
• Similar or relevant professional work experience in similar industry preferred

If you are a detail-oriented individual with experience in document control management, looking for a challenging and rewarding career opportunity, we encourage you to apply for this position. The Document Control Specialist will be an essential part of our team and will have the opportunity to make a significant impact on our company's success.