Document Control Manager

1 month ago

Scotts Valley, United States SlingShot Connections - Direct Hire Full time
Job DescriptionJob Description

Document Control Manager is responsible for document management and ensuring all records meet formal requirements and required standards, are safely stored, easily accessible, and for administering document control activities in support of Engineering, Production and Quality requirements within the ERP (Syspro) and/or PLM (Arena) systems. This includes working with Engineering on properly documenting and releasing ECO’s (Engineering Change Orders), adding/maintaining Parts, BOM’s (Bills-of-Materials), AVL (Authorized Vendor Lists), revisions and all the required documents that go with the preceding.

Responsibilities:

·     Provide daily support to the user base and be responsible for creating and maintaining document filing systems that are effective, efficient, accurate, secure, accessible and where documents and information can be recovered in the event of a disaster.

·     Create, implement, and maintain document control processes and procedures while adhering to policies regarding record retention while safeguarding information and ensuring processes are compliant with ISO requirements.

·     Take charge of all document identification, classification, filing, maintaining effective control over drawings and other document records (paper and electronic) throughout their entire lifecycle (inception to archival).

·     Ensure document management is in accordance with established procedures and standards (documents numbering, version control, formats, document approvals, access permissions, storage, retrieval, distribution of Company Documents, review, recording and archiving).

·     Create and maintain accurate relevant document data as it relates to.

o  Part Numbers,

o  BOM (Bills-of-Material) structures,

o  Drawings, (Gerbers, etc.),

o  Custom parts; PCB’s (Gerbers, drawings, etc.), Sheet-metal, other custom parts,

o  Routings,

o  AVL (Authorized Vendor List),

o  NPI (New Product Introduction),

o  Production (including changes to all released products),

o  Version Control,

o  Copy Exactly (CE) requirements,

o  DCN’s (Document Change Notices), updating and controlling released procedure documents and forms,

o  ECO’s (Engineering Change Orders) including material dispositions (UAI, Scrap, Rework), revisions, costs, etc., and the implementation thereof both in Syspro and the PLM system.

·     Conduct periodic document audits confirming they are current and accurately reflect recorded evidence, working on ISO Audits and with ISO Auditors as required.

·     Protect Customer Information and Intellectual Property (CI&IP) through proper identification, management, and control thereof.

·     Chair and schedule periodic (weekly) CCB (Change Control Board) meetings.

o  Be the “Gate Keeper” for the proper release of products to production.

·     Train employees on how to use Syspro and/or the PLM (Product Lifecycle Management) systems to properly access documents, ensuring correct handling, proper labeling, numbering, and accessibility to employees.

·     Compile data and analyze metrics associated with the Document Control processes, preparing status reports for Management as required.

·     Perform administrative tasks as needed, assisting with file migrations, audits, and disaster recovery.

·     Administer the completion and approval of ECO's with originator and approvers, conferring with engineers and others to discuss ECO preparation, discrepancies, changes, and priorities.

o  Review and verify ECO (Engineering Change Orders) documents for completeness, format, and compliance to procedures.

·     Ensure new products are released to route “0” (Production) with

o   API (Assembly Process Instructions)

o   TPI (Test Process Instructions)

o   QPI (Quality Process Instructions)

Qualifications:

·     Have a bachelor’s degree in business management, administration, supply chain or having equivalent related experience.

·     Have 5+ years’ experience in a Document Control Supervisory position.

·     Oversees the control and direction of document control activities, helping develop procedures and templates so there is standardization followed in all activities while driving for continuous improvement.

·     Develops policies and procedures that ensure all the documents of the Organization are safely stored, easily accessible and secure.

·     Control access to Company sensitive documents including Customer IP (Intellectual Property).

·     Have excellent interpersonal and coaching skills including tact, and diplomacy.

·     Oversee and direct the daily activities of other employees within the Document Control organization.

·     Experience with Syspro ERP, especially the document management system and/or Arena PLM, is a definite plus.

·     Strong knowledge and experience working with one or more PLM document software solutions.

·     Understanding of Document Control, ECO/ECN (Engineering Change Orders / Engineering Change Notices), Customer Copy Exactly (CE) requirements and ISO processes.

·     Proficient in the Microsoft Suite of Products (Word, Excel, PowerPoint, Visio), Adobe, SharePoint, Silicon Expert, TFP Clients, and other document management software tools, including scanning of documents.

·     Excellent (written and verbal) communication and document editing/revision skills.

·     Understanding mechanical and electronic systems manufacturing with experience reading and understanding basic schematics, drawings and BOMs.

·     Strong interpersonal, communication, customer service skills and ability to positively interact with others, especially in the customer-facing role.

·     Collaborates with cross functional partners such as Project Managers, Engineering, Supply Chain, Manufacturing, and Sales in the execution of document control policies and procedures.

·     Ability to work independently in a fast paced, deadline driven environment, while following company procedures and being effective, accurate, and initiative taking in addressing issues pertaining to Document Control.

·     Proven problem-solving, creative thinking and great organizational skills, and is meticulous, able to multitask, troubleshoot, analyze data, catch errors, and enact appropriate changes.

·     Maintains a high standard of quality, is dependable, meticulous, trustworthy, productive and has excellent time management and organizational skills.

 

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