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Document Control Specialist

3 months ago

Ithaca, United States Visron Technical Full time

Our client is a global leader in developing software-driven technology and printing solutions for high-growth markets including food service, casino and gaming, and POS automation. The Company's solutions are designed from the ground up based on customer requirements.

Basic Function:

We are seeking a detail-oriented and organized Document Control Specialist to join our team. The ideal candidate will be responsible for managing all documents within our ERP (Enterprise Resource Planning) system, ensuring accuracy, accessibility, and compliance with company procedures and industry standards. This role requires meticulous attention to detail, strong organizational skills, and proficiency in using ERP systems for document management. All functions of document control must be in compliance with Quality system and ISO standards.

Essential Job Duties and Responsibilities:

  • Manage the creation, revision, distribution, and archival of documents within the ERP system.
  • Ensure that all documents are stored and indexed correctly for easy retrieval.
  • Implement and maintain document control procedures in accordance with company policies and regulatory requirements.
  • Monitor document changes and updates, ensuring version control and document security.
  • Collaborate with various departments to ensure documents are accurate, complete, and up to date.
  • Train employees on document control procedures and proper use of the ERP system for document management.
  • Perform periodic audits of documents to ensure compliance with quality standards.
  • Generate reports and metrics related to document control activities as required.
  • Troubleshoot any issues related to document management within the ERP system.
  • Enters bills of materials (BOM) into ERP system including setting up items for correct inventory control allocations for electronic consumer and business products.
  • Ensures all Quality/Engineering records are controlled and current processes and controls storage of Quality Records which includes change requests, procedures, specifications, reports, drawings, electronic and hardcopy archives
  • Develops and updates document control processes, workflows, and procedures with commitment to continuous improvement
  • Reviews all engineering change packages for completeness and compliance with internal database and process requirement standards Provide ECO status, reporting, and other report generation as needed
  • Responsible for overseeing the transfer and storage of project files such as requests for information (RFCs), submittals, and design documents using an online collaborative tracking system.
  • Assist with the development of document flow procedures
  • Set up and manage document files in electronic form
  • Distribute and track electronic and physical contract deliverables and controlled documents
  • Perform periodic review of contract/project filesProcesses engineering change orders using software systems; Revises documents, routes documents for approval, issues approved documents and distributes as required.
  • Participates in project team meetings to provide ideas, methods, or processes for performance improvement.
Qualifications: Knowledge, Skills, Abilities
  • Bachelor's degree in business administration, Information Management, or related field preferred.
  • Proven experience (3 years) as a Document Controller or similar role, preferably within an ERP environment.
  • Proficient in document control processes in a manufacturing or engineering environment Proficient in MS Office
  • Certification in Document Control (e.g., ISO 9001) is a plus
  • Ability to follow process for release and review of documents.
  • Strong analytical skills and attention to detail.
  • Excellent communication and interpersonal skills.
  • Ability to work independently and collaborate effectively within a team. Knowledge of ISO standards /regulatory requirements
  • Strong organizational skills, attention to detail due to demand for accuracy in controlled documents.
  • Experience working in a new product development or manufacturing environment


Job Requirements