Document Control Specialist

About the role

Flex-N-Gate is a leading manufacturer and supplier of components for the automotive industry. The Document Control Specialist will be responsible for the overall organization, management, and maintenance of all company documents, overseeing filing, archiving, and retrieval of documents related to policies, instructional materials, quality control records, and other stored records. This role ensures documentation is managed and retrieved in compliance with relevant standards and regulations, working closely with management, staff, and clients.

Core Competencies

• Customer Focus
• Communication
• Detail Oriented
• Decision Making
• Team Work
• Problem Solving
• Accountability and Dependability
• Coordination
• Ethics and Integrity

Responsibilities

• Prepare documentation/records for retention and preservation.
• Arrange acquisition or retrieval of records.
• Catalogue documentation and manage records and information.
• Advise users on accessing, using, or interpreting archives.
• Facilitate access through computer-aided searches or remote methods.
• Shelve and retrieve materials as necessary or upon request.
• Assist managers and staff with research (onsite, phone, and online queries).
• Fill online and in-person requests for document copies.
• Work with staff on special projects.
• File materials and perform general office maintenance.
• Manage production, distribution, and version control of controlled documents in compliance with procedures.
• Administer archiving services to ensure compliance with regulatory requirements.
• Assist staff in producing documents efficiently and in standard format.
• Manage review and approval of controlled documents to ensure timely issuance.
• Maintain paper and electronic files, ensuring accurate administrative records per Quality Assurance procedures.
• Keep indices up-to-date and remove obsolete versions of controlled documents.
• Manage document and sample archives to comply with requirements and procedures.
• Recommend improvements for managing controlled documents and archived data.
• Ensure understanding of the document management system and prioritize controlled document production and review.
• Foster compliance with formal procedures for document production, control, and archiving.
• Instruct management and staff in using the file storage system.
• Accurately file and retrieve technical documentation in an alphanumeric system.
• Prepare document control procedures.
• Implement and manage project document control and document management processes.
• Ensure adherence to document procedures by team members.
• Advocate best practices and drive improvement of document management processes.
• Ensure electronic media are filed appropriately within the document management system.
• Develop a filing error tracking system.
• Index and maintain hardcopy information.
• Perform other administration duties as required.
• Manage responsibilities related to the Environmental Management System (EMS) as stated in EMS policy CEVPL.00005.
• Manage responsibilities related to the Quality Management System (QMS) as stated in CQAM.00001 – Corporate Quality Manual.

Requirements

• High School diploma, G.E.D., or equivalent.
• Advanced computer knowledge and skills (Word, Excel, PowerPoint, etc.).
• Experience in an administrative function (considered an asset).
• General understanding of computerized cataloging systems.
• Excellent research skills.
• Excellent verbal and written communication skills.
• Accuracy and attention to detail while working under tight deadlines.
• Assertive, comfortable communicating with various individuals.
• Good interpersonal and customer service skills.
• Ability to work independently and as a team player.
• Strong organizational, time management, and prioritization skills.
• Strong problem identification and resolution skills.
• Ability to interpret and implement company policies and procedures.
• Working knowledge of TS16949 Standards.
• Working knowledge of blueprint reading.

Working Conditions

• Travel as necessary.
• Physical ability to lift 25 lbs.
• Manual dexterity required for desktop computer use.
• Intermittent physical activity including walking, standing, sitting, and lifting.
• Overtime as required.

Training Requirements

• CHRF.00003 New Employee Orientation
• Specific TS16949 Training
• ISO 9001, IATF 16949, and applicable Customer Specific Requirements
• Quality Management Systems - CQAM.00001 Quality Management Systems Manual

Benefits

• Medical, dental, prescription, vision, life, and disability insurance.
• Flexible spending account.
• 401(k) retirement savings plan with company match.
• Extensive safety training, new hire orientation, continuous learning and development programs, and tuition reimbursement.
• Paid holidays and vacation time.

“It engages you professionally and provides learning opportunities.”

“Lots of growth opportunity.”

“The company’s young enough to be exciting, but old enough to be stable.”