Document Control Specialist

Company Information: Vantage Hemp is a private company and has established a large-scale state-of-the-art hemp extraction facility in Greeley, CO. The extraction facility plans to become a key player in the rapidly growing CBD industry with plans to expand quickly, leveraging a true science-based research and development approach.
Position Summary: This is a hands-on, full-time position with day-to-day duties that involve managing and maintaining all documents and records to ensure compliance with pharmaceutical industry standards. This role involves keeping logs and master lists accurate and current, preparing documents for audits, and serving as the document control expert with Quality Management software (Veeva). The specialist will draft documents, address discrepancies, and maintain records related to complaints, audits, and training activities. The role includes handling non-conformance reports, implementing corrective and preventive actions, and providing training on document control procedures. The specialist will work closely with various departments to ensure effective document control processes and assist with other duties as needed.

Learn more about Vantage Hemp, their process, and their products at Vantagehemp.com or follow on Twitter @vantagehemp

Compensation: $25-$31
Schedule: Monday-Friday 
Essential Duties and Major Responsibilities:

Document & Record Control

• Managing and maintaining all documents and records to ensure they are up-to-date and compliant with industry standards.
• Verifies proper approvals for signature requests and certifies that authorized individuals sign all documents.
• Keeps track of versions of documents received and ensures current documents are uploaded to the database.
• Assists employees in finding documents, maintains an inventory of documents in off-site storage, and performs routine document management and retention.
• Keep logs and master lists accurate and current, ensuring all entries are properly documented.
• Prepare and organize documents for internal and external audits, product quality reviews, management reviews, and other quality related function.
• Serve as the document control specialist within Quality Management software.
• Draft documents based on input from leaders and supervisors.
• Collaborate with team members to address discrepancies or errors, revising documents as necessary.

Logs & Master List Maintenance

• Keeping logs and master lists accurate and current, ensuring all entries are properly documented.
• Maintain all complaints, audits, calibration, etc., documentation following company policies.
• Update and edit these records as needed or directed by management.

Training Record Maintenance

• Establishing training records for new employees to complete
• Maintaining records of all training activities, ensuring they are complete and accessible for audits and reviews.
• Provide training to staff on document control procedures and best practices.
• Notify managers and supervisors of upcoming training requirements.

Non-conforming, Corrective, and Preventive Action Reports

• Handling non-conformance reports and monitoring corrective and preventive actions to ensure actions are completed.
• Identify areas for improvement in document control processes and implement changes as necessary.
• Conduct regular quality checks to ensure all documents meet the required standards and are error-free.
• Work closely with other departments to ensure document control processes are integrated and effective.
• Assist with other duties as assigned.

Qualifications and Experience:

• Minimum of High School diploma, associate or bachelor’s degree preferred.
• 2+ or more years of experience in document control
• Prior experience in document control and experience in the CBD/Hemp/Pharmaceutical industry are critically preferred.
• Experience in manufacturing is a plus but not required.

Specialized Skills:

• Proficiency in MS Word and Excel
• Experience with Veeva Vault Quality Software
• Exceptional communication skills, both written and orally
• Ability to build positive relationships across all levels of the organization

CLOSING DATE: 11/28/2024