Bilingual Engineering Document Control Specialist

5th HQ; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

5th HQ is seeking an Engineering Document Control Specialist to support the Engineering and Maintenance Department in managing technical documentation for infrastructure projects, equipment installations, and regulatory compliance within a GMP-regulated environment.

The role focuses on document control, SOP updates, and coordination with suppliers, labs, and internal teams to ensure timely delivery and audit readiness.

Qualifications

• Associate’s or Bachelor’s degree in a related field.
• Minimum of 2 years of relevant experience in GMP-regulated industries.
• Strong documentation control and project coordination skills.
• Familiarity with GMP, ISO 9001, or HACCP is a strong plus.
• Proficient with MS Office; ERP systems experience preferred.

Responsibilities

• Maintain and update project schedules, tracking matrices, and progress reports.
• Manage all technical project documents including drawings, manuals, permits, contracts, and specifications.
• Prepare presentations, executive reports, and document technical meeting minutes.
• Control versioning and distribution of documentation in accordance with internal SOPs.
• Draft, review, and update Standard Operating Procedures (SOPs) related to equipment, facilities, and engineering processes.
• Manage certifications and documentation for critical equipment and systems, coordinating with suppliers and labs as needed.
• Maintain complete technical files for equipment and infrastructure (manuals, calibration certificates, service records).
• Support internal and external audits by providing accurate and up-to-date documentation.
• Coordinate deliveries of equipment, materials, and services with vendors and internal teams.
• Oversee contractor access, work permits, and documentation compliance.
• Track purchase orders, requisitions, and delivery timelines for key materials and services.
• Assist in planning and executing facility improvements, machinery installations, expansions, and renovations.
• Collaborate with cross-functional teams including Production, Quality, Safety, and Procurement.
• Participate in data collection, validations, and functional testing (IQ/OQ/PQ) of new or modified equipment.
• Compile data for project KPIs, cost analysis, and budget tracking.
• Contribute to the creation of monthly progress reports and project closure documentation.

Skills

Organizational skills

Multitasking

Communication

Team player

Education

Associate’s or Bachelor’s degree in Industrial/Mechanical Engineering or related field

Tools

MS Office

MS Project

AutoCAD

SAP

NetSuite

Oracle

Job description

We are seeking a detail-oriented Engineering Document Control Specialist to support the Engineering and Maintenance Department in the execution of infrastructure projects, continuous improvement initiatives, equipment installations, and regulatory compliance. This position plays a key role in managing technical documentation, coordinating logistics, and ensuring administrative control within a GMP-regulated environment.

Key Responsibilities:

Administrative & Document Control

• Maintain and update project schedules, tracking matrices, and progress reports.

• Manage all technical project documents including drawings, manuals, permits, contracts, and specifications.

• Prepare presentations, executive reports, and document technical meeting minutes.

• Control versioning and distribution of documentation in accordance with internal SOPs.

• Draft, review, and update Standard Operating Procedures (SOPs) related to equipment, facilities, and engineering processes.

• Manage certifications and documentation for critical equipment and systems, coordinating with suppliers and labs as needed.

• Maintain complete technical files for equipment and infrastructure (manuals, calibration certificates, service records).

• Support internal and external audits by providing accurate and up-to-date documentation.

Logistical & Operational Coordination

• Coordinate deliveries of equipment, materials, and services with vendors and internal teams.

• Oversee contractor access, work permits, and documentation compliance.

• Track purchase orders, requisitions, and delivery timelines for key materials and services.

Project Support

• Assist in planning and executing facility improvements, machinery installations, expansions, and renovations.

• Collaborate with cross-functional teams including Production, Quality, Safety, and Procurement.

• Participate in data collection, validations, and functional testing (IQ/OQ/PQ) of new or modified equipment.

KPI & Cost Monitoring

• Compile data for project KPIs, cost analysis, and budget tracking.

• Contribute to the creation of monthly progress reports and project closure documentation.

Qualifications:

Education & Experience:

• Associate’s or Bachelor’s degree in Industrial Engineering, Mechanical Engineering, Administration, or related field.

• Minimum of 2 years of relevant experience, preferably in the nutraceutical, pharmaceutical, food, or cosmetic industries.

Technical Skills:

• Strong knowledge of engineering documentation processes, industrial maintenance, and project coordination.

• Proficient in MS Office Suite (Excel, Word, PowerPoint); experience with MS Project and basic AutoCAD preferred.

• Familiarity with GMP, ISO 9001, or HACCP standards is a strong plus.

• Experience with ERP systems such as SAP, NetSuite, or Oracle is a bonus.

• Basic understanding of technical drawings, equipment manuals, and safety protocols.

Soft Skills:

• Strong organizational and multitasking abilities.

• Team player with excellent communication skills.

• Ability to work under pressure and manage competing priorities.