Document Control Specialist [Evergreen]

About the role

As a Document Control Specialist at Bamboohr, you will play a crucial role in managing and overseeing the documentation processes that are vital to our operations. This position is designed for individuals who are detail-oriented and possess strong organizational skills. You will ensure that all documents are accurately maintained, easily accessible, and compliant with industry standards. This role offers an opportunity to contribute to the efficiency and effectiveness of our project management processes in a dynamic work environment.

Key facts

What you'll do

• Oversee the creation, revision, and distribution of project documentation, ensuring that all materials are up-to-date and compliant with regulatory standards.
• Implement and maintain a robust document control system that allows for easy retrieval and tracking of documents throughout their lifecycle.
• Collaborate with project managers and team members to establish documentation requirements and ensure that all necessary documents are prepared and submitted on time.
• Conduct regular audits of documentation processes to identify areas for improvement and ensure adherence to best practices.
• Train and support staff on document control procedures and tools, fostering a culture of compliance and accuracy.
• Manage the archiving and retrieval of historical documents, ensuring that critical information is preserved and accessible for future reference.
• Assist in the preparation of reports and presentations that summarize document control activities and compliance status for management review.
• Liaise with external stakeholders, including clients and regulatory bodies, to facilitate the exchange of documentation and ensure alignment with project requirements.
• Monitor changes in industry regulations and standards to ensure that the document control processes remain compliant and effective.
• Support the implementation of new technologies and tools that enhance document management capabilities within the organization.
• Participate in cross-functional teams to support project initiatives and contribute to continuous improvement efforts across the organization.
• Maintain a high level of confidentiality and professionalism when handling sensitive information and documentation.

Requirements

• Bachelor's degree in a related field or equivalent experience in document control or project management.
• A minimum of 3 years of experience in document control, quality assurance, or a similar role, preferably within a regulated industry.
• Strong understanding of document management systems and best practices for document control processes.
• Proficiency in Microsoft Office Suite, particularly Excel and Word, as well as experience with document management software.
• Excellent organizational skills with the ability to manage multiple projects and prioritize tasks effectively.
• Strong attention to detail and a commitment to maintaining high standards of accuracy in documentation.
• Effective communication skills, both written and verbal, with the ability to collaborate with diverse teams and stakeholders.
• Problem-solving skills and the ability to work independently as well as part of a team.
• Familiarity with regulatory requirements relevant to the industry is a plus.

Nice to have

• Certification in document control or quality management (e.g., ISO 9001) is advantageous.
• Experience with electronic document management systems (EDMS) and workflow automation tools.
• Knowledge of project management methodologies and tools, such as Agile or Waterfall.
• Previous experience in a fast-paced environment, particularly in construction, engineering, or manufacturing sectors.
• Bilingual abilities can be beneficial for communication with diverse teams and clients.

Skills & tools

• Document management systems (DMS)
• Microsoft Office Suite (Excel, Word, PowerPoint)
• Project management software (e.g., Asana, Trello)
• Quality management tools and methodologies
• Communication and collaboration platforms (e.g., Slack, Microsoft Teams)

Practical notes

• This position is based in New York, New York, and may require occasional travel to project sites or client meetings.
• The role may involve working outside of regular business hours to meet project deadlines or facilitate document reviews.
• Candidates should be prepared to undergo a background check as part of the hiring process.

META

Company: Bamboohr

Title: Document Control Specialist [Evergreen]

Listed

location: New York, New York

Job type: Full-time

Apply URL: https://mcfa.bamboohr.com/careers/69