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Title
Text copied to clipboard!Document Control Specialist
Description
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We are looking for a Document Control Specialist to join our team and ensure the efficient management, organization, and security of company documents and records. The Document Control Specialist will play a critical role in maintaining document integrity, supporting compliance with industry standards, and facilitating easy access to information for all stakeholders. This position requires a detail-oriented individual with strong organizational skills, a keen understanding of document management systems, and the ability to work collaboratively across departments. The ideal candidate will be responsible for developing and implementing document control procedures, overseeing document version control, and ensuring that all documentation meets regulatory and company requirements. The Document Control Specialist will also be tasked with training staff on document control processes, conducting regular audits, and supporting both internal and external audits as needed. In addition, this role involves maintaining confidentiality, handling sensitive information with discretion, and continuously seeking ways to improve document management processes. The successful candidate will have experience with electronic document management systems, excellent communication skills, and the ability to prioritize tasks in a fast-paced environment. This is an excellent opportunity for someone who is passionate about organization, compliance, and supporting the overall efficiency of business operations.
Responsibilities
Text copied to clipboard!- Develop and maintain document control procedures and systems.
- Manage the creation, review, revision, and distribution of documents.
- Ensure document compliance with company and regulatory standards.
- Maintain accurate records of document versions and revisions.
- Support internal and external audits by providing necessary documentation.
- Train staff on document control processes and best practices.
- Monitor document workflows and ensure timely approvals.
- Safeguard confidential and sensitive information.
- Conduct regular audits of document control systems.
- Collaborate with various departments to meet documentation needs.
- Continuously improve document management processes.
Requirements
Text copied to clipboard!- Bachelor’s degree or equivalent experience in a related field.
- Proven experience in document control or records management.
- Familiarity with electronic document management systems (EDMS).
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Ability to handle confidential information with discretion.
- Strong communication and interpersonal skills.
- Proficiency in Microsoft Office Suite and document management software.
- Knowledge of industry regulations and standards.
- Ability to work independently and as part of a team.
- Experience supporting audits is a plus.
Potential interview questions
Text copied to clipboard!- What experience do you have with document control systems?
- How do you ensure document accuracy and compliance?
- Describe a time you managed confidential information.
- What document management software are you familiar with?
- How do you handle tight deadlines and multiple priorities?
- Have you supported internal or external audits before?
- What steps do you take to improve document control processes?
- How do you train others on document management procedures?
- Describe your approach to version control.
- How do you ensure the security of sensitive documents?
