Document Control Specialist

 Job Summary / Responsibilities:

The Document Control Specialist is responsible for managing and maintaining accurate and complete product and project databooks in compliance with WeldFit 9001 Quality Management System (QMS). This role ensures that all data, certificates, inspection reports, test results, and other documents related to manufacturing processes are systematically organized, easily accessible, and in compliance with customer, regulatory, and internal quality standards. The Databook and Document Control Specialist plays a critical role in the creation, maintenance, and control of accurate documentation for WeldFit products, ensuring that each databook is complete and compliant with required industry regulations.

Primarily office-based work with occasional visits to manufacturing or production areas.

Some travel may be required for client meetings, audits, or off-site document collection.

This job description provides an overview of the Databook and Document Control Specialist role. It is not intended to be an exhaustive list of duties and may evolve based on business needs and operational requirements.

Databook Management:

• Compile and organize comprehensive databooks for manufacturing projects, including technical specifications, inspection reports, test certificates, materials certificates, and compliance documents.       
• Ensure the databooks are complete, accurate, and comply with customer requirements, industry standards (such as ISO, ASME, etc.), and regulatory guidelines. 
• Track and manage document revisions, ensuring that only the most current documents are included in the databooks.       

Document Control and Filing:

• Maintain a centralized and organized document control system (both electronic and physical) to manage engineering drawings, project specifications, inspection reports, certifications, and other documents.           
• Ensure proper version control, labeling, and storage of all documents according to project or company standards.        
• Review documents submitted by internal teams, contractors, and suppliers for accuracy and completeness before inclusion in the databooks.        

Coordination with Departments:

• Work closely with engineering, procurement, quality control, and production teams to gather and ensure timely submission of required documentation for project databooks.              
• Ensure all required technical and regulatory documentation is provided by suppliers, contractors, or third-party agencies.          
• Coordinate with clients, external auditors, and regulatory agencies to deliver completed databooks and address any queries or compliance issues.       

Compliance and Quality Assurance:

•  Ensure all document control activities are performed in strict accordance with ISO 9001:2015 standards, focusing on maintaining consistency, traceability, and quality assurance across all documentation.
• Assist in ISO 9001 audits by providing access to relevant documentation and answering queries regarding document management practices.     
• Regularly review the document control process for compliance with ISO 9001 requirements, recommending improvements where necessary.          

Document Review and Approval Process:

• Implement and manage workflows for document review, approval, and distribution, ensuring that documents undergo the necessary internal or external review and approval prior to finalization.  
• Ensure compliance with company and regulatory document review timelines and notify relevant parties of upcoming deadlines for document submission.            
• Manage and ensure the retention of documents per ISO 9001 retention guidelines, maintaining accurate records of document transactions.       

Continuous Improvement:

• Suggest and implement improvements to the document management system to streamline document access, reduce errors, and ensure the highest level of quality and compliance.             
• Participate in ongoing improvement initiatives aimed at enhancing document control processes, workflows, and overall efficiency in compliance with ISO 9001.             

Reporting and Documentation Tracking:

• Maintain detailed records of document submissions, revisions, approvals, and other document control activities.          
• Track project timelines and manage document deliverables to ensure on-time completion of databook and documentation-related tasks.

Customer and Regulatory Communication:

• Facilitate communication with customers to ensure their specific documentation requirements are met and any issues related to databook documentation are resolved promptly.      
• Address any questions or requests for documentation revisions from regulatory agencies, clients, or internal stakeholders.  

Experience Levels:

• 3+ years of experience in document control, databook management, or quality assurance in a manufacturing or engineering environment.
• Previous experience with databook creation, regulatory compliance, and managing documentation for complex projects or manufacturing processes.
• Experience with ERP systems (e.g., SAP, Oracle, Syteline) and document control platforms (e.g., Procore, Aconex, Intelex).

Physical Requirements:

• Ability to sit or stand for extended periods while working with documents and electronic systems.
• The ability to lift and move materials (up to 25 lbs.) as needed when organizing physical documents or project files.

Education/Experience Requirements:

• Knowledge of ISO 9001, ASME, API, or other relevant industry standards and regulations for document control and databooks.
• Certification in Document Control or Quality Assurance (e.g., ISO 9001, Six Sigma, or similar) - Preferred

Required Skills:

• Proficient in document management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent attention to detail, ensuring the accuracy and completeness of all documents.
• Strong written and verbal communication skills to interact effectively with internal teams, clients, and external auditors.
• Ability to work independently with minimal supervision and collaborate effectively with cross-functional teams.

Travel Requirements: Some travel may be required for client meetings, audits, or off-site document collection.

• 10%