Document Control Specialist

What’s in it for you?

List at least two comparative wins for this role over another that someone might consider. Example follows.

Opportunity To Unlock Your Creativity
Think of all the times you were held back from trying new ideas because you were boxed in by bureaucratic legacy processes or old school tactics. Having a growth mindset is deeply ingrained into our company culture since day 1 so Fictiv is an environment where you have the creative liberty and support of the team to try big bold ideas to achieve our sales and customer goals.

Opportunity To Grow Your Career
There are plenty of sales jobs out there. The question is whether any of them will help you grow in your career? Will you be challenged by teammates to achieve your potential? Or are they roles that will ask you to do more of what you've already mastered. At Fictiv, you'll be surrounded by supportive teammates who will push you to be your best through their curiosity and passion.

Position in Company-
The Document Control Specialist is responsible for maintaining and controlling those documents identified by the organization as being necessary to execute global activities consistently and at the highest levels of efficiency and effectiveness. Although primarily focused on documents of internal and external origin which are part of Fictiv’s quality management system, other business needs for control of documents will also be handled (e.g. Finance, People Ops, etc.)

Impact of This Role
As the Document Control Specialist you will have a significant impact on maintaining Fictiv’s ISO9001:2015
registration. You will ensure the availability of current versions of documents required by the ISO9001:2015 standard
and Fictiv’s quality management system (QMS). You will ensure that all documents are reviewed for suitability,
adequacy, and accuracy on a defined frequency, that new documents use the correct templates (to promote
interoperability), and that changes are reviewed and approved by the appropriate subject matter experts and
authorities in Fictiv. You will be responsible for preserving archived and obsolete revisions of documents and making
these available on request.This is an administrative role.
In addition to QMS documents, you will support functional groups, in all regions, with the control of their documents,
particularly with regard to ensuring Fictiv complies with statutory and regulatory requirements.
By ensuring Fictors worldwide have access to the documentation they need, you will help them do the best work of
their careers - completely, correctly, and consistently.
You will report to the Head of Global Quality and will assist from time to time with various duties as needed and
assigned.

Essential Functions-
Implementation of document control best practices
● Provide training to new and existing users on the document management processes
● Review documents for completeness and compliance with internal template and procedure requirements
● Work with document owners to ensure all document change issues are resolved before submitting for
approval
● Facilitate, coordinate and manage the approval process for change review and document release
● Drive timeliness of the review and approval processes
● Ensure distribution of new documents and new revisions of existing documents and verify that the recipients
acknowledge that they have reviewed and understood the changes
● Support cross functional teams with document control system process needs, and document requests
● Enforce company’s document control policies and procedures and assist with training records.
● Publish KPIs for document control and use these to identify/execute improvements and to verify their
effectiveness
● Perform other additional duties or special projects as needed and as assigned by the Head of Global
Quality

Abilities

You’re Passionate and Empathetic - You have a passionate commitment to people and deep empathy for how
supporting individuals leads to a stronger company culture.

● Exhibits a high level of initiative and integrity and is empathetic to the needs of geographically dispersed
individuals across the organization
● Excellent decision-making skills and the ability to work in a collaborative environment, 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 of the
organization, who might not have this as their highest priority

You’re Collaborative - It is expected that you will partner with various departments to ensure organizational needs are met and to support strategic programs.

● Excellent collaboration skills and the ability to manage multiple tasks and projects simultaneously
● Ability to build strong trust-based relationships
● Subject Matter Expert for documentation requirements and issues..

You will serve as an Advocate – In the role, you will solicit and listen to concerns, and take an active role in resolving problems.

● Strong in identifying business processes and communicating system requirements
● Adept at shifting priorities while maintaining a high degree of organization and control
● Strong listener who’s comfortable with ambiguity, asking questions, and providing clarity
● Strong customer service skills with demonstrated service mentality

Preferred Experience/ Minimum Qualifications-
● Minimum of 10 years Document Control experience in a technical organization(s)
● Thorough familiarity with at least one Electronic Document Management System
● Experience creating effective training materials and comfortable in performing live training sessions with an
audience for internal and external stakeholders.
● Experience in compiling data to support metrics reporting and analyzing current processes.
● Understanding of ISO9001:2015 requirements
● Understanding of other QMS standard requirements e.g. ISO13485, ISO13485, IATF16949 (preferred)
● Systems oriented, experience with various IT systems (preferred)
● Experience implementing Document Management systems (preferred)
● Must have strong verbal and written communication skills and possess the ability to interact effectively with
colleagues and external parties. 
● Fluency in English