What are the responsibilities and job description for the Document Control Lead position at Polara Enterprises?

Job Type

Full-time

Description

Schedule : 7am- 4pm

Summary :

The Document Control Lead is responsible for overseeing and managing the company's quality system documentation to ensure compliance with regulatory and organizational standards. This role involves supervising document control activities, maintaining accurate and accessible records, and collaborating with cross-functional teams to improve document management processes. The Lead Document Control Specialist will leverage extensive experience with ERP systems and document management systems to propose and implement process improvements, manage version control, and ensure seamless communication of updates across departments. The ideal candidate will have a strong attention to detail, exceptional organizational skills, and proven leadership abilities to mentor and guide team members while maintaining compliance and operational excellence.

JOB DUTIES :

Include but are not limited to the following

The Lead Document Control Specialist ensures that company quality system documentation (e.g., policies, procedures, work instructions, forms, records, etc.) are adequately approved, controlled, and maintained.
Proposes and implements improvements to document control systems to enhance efficiency and compliance across the organization.
Prepares and processes approvals for quality system document changes, ensuring thorough review and accuracy.
Maintains shared documented processes and engineering drawings using an active and up-to-date spreadsheet.
Ensures proper accessibility and maintenance of documents, facilitating seamless communication and collaboration across departments.
Oversees the collection, registration, and archiving of all technical documents in their correct systems, ensuring accuracy and consistency.
Notifies personnel of updated document versions and provides guidance on accessing and utilizing them effectively.
Collaborates with cross-functional teams to ensure document control practices meet organizational goals and regulatory requirements.
Inputs and maintains data in the company ERP system, ensuring accuracy and alignment with quality management objectives.
Serves as the primary point of contact for document control issues, providing leadership, training, and mentorship to team members and stakeholders.
Reviews and evaluates document control processes and metrics to identify areas for improvement and ensure continuous compliance with quality standards.
Maintains regular and punctual attendance and complies with all company policies and procedures.
Assists with any other duties as assigned by Quality Management.

Requirements

Required Skills and Qualifications

A minimum of 5 years of experience in document control, including managing quality system documentation such as policies, procedures, work instructions, forms, and records.

At least 5 years of experience working with ERP systems such as SAP, Oracle, or similar platforms, with a strong focus on data input, maintenance, and reporting.

Proficient in managing and organizing both digital and physical documentation, ensuring compliance with quality and regulatory standards.

Advanced knowledge of version control processes and systems for technical and quality documentation.

Familiarity with ISO standards, such as ISO 9001, and other regulatory compliance frameworks.

Strong proficiency in using spreadsheets (e.g., Microsoft Excel) for data tracking, analysis, and reporting.

Proven ability to supervise, train, and mentor team members involved in document control activities, ensuring high performance and adherence to policies.

Excellent interpersonal skills with the ability to collaborate effectively with cross-functional teams across engineering, quality, and operations departments.

High attention to detail, ensuring accuracy in reviewing and maintaining complex documentation.

Exceptional organizational skills with the ability to manage workflows, prioritize tasks, and meet deadlines in a fast-paced environment.

Outstanding written and verbal communication skills to facilitate updates, training, and collaboration across the organization.

Demonstrated problem-solving skills, with the ability to identify inefficiencies in processes and implement effective improvements.

A bachelor's degree in a related field (e.g., business, quality management, engineering) or equivalent experience is required.

Certifications such as Certified Document Controller (CDC), Six Sigma, or other relevant quality certifications are preferred but not mandatory.

Education / Experience

Associates Bachelors degree

10088 Document Control Specialist

Barcel USA -

Coppell, TX

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