Associate Document Control Specialist

Overview

The Document Control Specialist maintains and controls the documents the organization identifies as necessary to execute global activities consistently and efficiently, primarily those in Fictiv's quality management system.

What you'll do

• Maintain Fictiv's ISO9001:2015 registration by ensuring availability of current versions of documents required by the standard and the QMS.
• Ensure documents are reviewed for suitability, adequacy, and accuracy on a defined frequency, and that new documents use the correct templates.
• Ensure changes are reviewed and approved by appropriate subject matter experts and authorities.
• Preserve archived and obsolete document revisions and make them available on request.
• Support functional groups in all regions with control of their documents, particularly regarding statutory and regulatory requirements.
• Implement document control best practices and provide training to new and existing users on document management processes.
• Review documents for completeness and compliance with internal template and procedure requirements.
• Work with document owners to resolve all document change issues before submitting for approval.
• Facilitate, coordinate and manage the approval process for change review and document release.
• Drive timeliness of review and approval processes.
• Ensure distribution of new documents and revisions and verify recipients acknowledge review and understanding of changes.
• Support cross-functional teams with document control system process needs and document requests.
• Enforce company document control policies and procedures and assist with training records.
• Publish KPIs for document control and use them to identify and execute improvements and verify their effectiveness.
• Perform other additional duties or special projects as assigned by the Head of Global Quality.

What you'll need

• Minimum of 10 years of Document Control experience in a technical organization.
• Thorough familiarity with at least one Electronic Document Management System.
• Experience creating effective training materials and performing live training sessions for internal and external stakeholders.
• Experience compiling data to support metrics reporting and analyzing current processes.
• Understanding of ISO9001:2015 requirements.
• Strong verbal and written communication skills and ability to interact effectively with colleagues and external parties.
• Fluency in English.
• Exhibit a high level of initiative and integrity and be empathetic to the needs of geographically dispersed individuals.
• Excellent decision-making skills and ability to work collaboratively as a team player.
• Ability to exercise good judgment within broadly defined practices and policies and work in a self-directed manner.
• Tenacity and assertiveness in obtaining timely reviews and approvals from colleagues at all levels.
• Excellent collaboration skills and ability to manage multiple tasks and projects simultaneously.
• Ability to build strong trust-based relationships.
• Subject matter expert for documentation requirements and issues.
• Strong in identifying business processes and communicating system requirements.
• Adept at shifting priorities while maintaining a high degree of organization and control.
• Strong listener comfortable with ambiguity, asking questions, and providing clarity.
• Strong customer service skills with a demonstrated service mentality.

Nice to have

• Understanding of other QMS standard requirements, e.g. ISO13485, IATF16949.
• Systems-oriented, with experience across various IT systems.
• Experience implementing Document Management systems.

Details

• Location: Bengaluru, India (Office).
• Reports to the Head of Global Quality.
• This is an administrative role.