Document Control Specialist

2 weeks ago

Glenview, United States Leahy-IFP Full time

Job Summary

A document control and compliance specialist to be successful needs to be detail oriented and organized. They will help prepare documentation for audits and follow up on any potential corrective actions. This role will create, design and maintain the architecture for document processes and procedures and enforce the proper chain of action and document identification. Moving to paperless and making forms digital will be a continuous improvement expectation. Will be responsible for going through all controlled documents and making edits, updates, and check for accuracy for specific Leahy facilities (such as HQ, CPS & NLX). Once this process is complete, they will approve the document and distribute/communicate it to the correct departments. This role ensures proper labeling, numbering, and accessibility of documents to employees.

The document control and compliance specialist will store, manage, update and track records and documents with an eye to digitize when able. Ensure that documents are accurate and maintain their quality and integrity with a going digital and paperless mindset. They will make sure the organization follows document retention policies, meets regulatory compliance for documentation I control and retrieves those documents upon request, including archive inactive records and documents. The document control specialist must always conduct themselves in a professional manner when representing the Company and be able to communicate effectively within and outside the Company. The ideal candidate will understand principles for training, quality control, sanitation practices, food & beverage operation, preventative maintenance, safety, engineering and regulatory compliance in the beverage manufacturing sector. The more cross departmental familiarity is optimal. The ability to learn and work with department experts for these food facility programs quickly is a must


Key Responsibilities

Have a solid understanding of standards such as:

· Good Laboratory Practices (GLP)

· Good Manufacturing Practices (GMP)

· Good Hygiene & Sanitation Practices (GHSP)

· Hazard Analysis Critical Control Points (HACCP)

· Global Food Safety Initiative (GFSI) Certification

· Maintenance SOP

· Work Instruction Development

· Training Documentation

· Health, Safety & Environment (HSE)

· Going Paperless – Digitization Journey

Essential Duties and Responsibilities

· Manage and maintain all controlled company processing documents for Leahy Facilities & HQ

· Update and control procedural documents and forms

· Create and manage document hierarchy and process systems

· Take charge of all document identification, classification, and electronic filling

· Frequently conduct document audits confirming they are current and accurately reflect recorded evidence

· Ensure revised documents are accessible to affected client group(s)

· Assist with communication during external audits

· Train document control clerks, delegate, and oversee their tasks

· Train employees in the company’s-controlled document processes to ensure correct handling of documents

· Oversee document through its entire lifecycle (inception to archival)

· Check and edit incoming documents and prepare for distribution

· Create electronic document filing and organizing systems that are both effective and efficient

· Ensure proper organization and security of documents (paper and electronic)

· Log document requests and help retrieve documents as needed

· Confirm delivery of documents to appropriate personnel

· Collaborate and communicate with managers and project leaders regarding documentation requests

· Provide ongoing guidance and support to team members, fostering a culture of accountability and continuous improvement

· Perform all other duties as assigned

Desired Skills

  • Excellent written and oral communication skills
  • Proficient Leadership skills
  • Solid time management and organizational skills
  • Excellent planning and analytical skills
  • Technical capacity with the ability to solve practical problems and deal with a multitude of variables.
  • Ability to read, write, and interpret documents such as; operating and procedure manuals, material specifications, audit documentations, etc.

Qualifications and Guidelines

  • B.S. in Food Science or related field
  • Minimum 5 years of relevant experience
  • High level of proficiency in MS Office (Excel, Word, PowerPoint, etc.)
  • Able and willing to travel to facilities to support and verify documents
  • HACCP Certification
  • PCQI Certification
  • GFSI Certification (SQF is ideal) experience
  • Detail-oriented with a great work ethic
  • Organized, efficient with the ability to prioritize
  • Proven skill for creating and implementing controlled document processes
  • Work well under pressure and in audit situations
  • Strong oral and written communication skills
  • Proclivity for catching errors and enacting appropriate changes
  • Fluent speaking, writing, and reading in English
  • Some Spanish language skills are preferable but not required

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