Document Control Clerk

Bayport Laboratories; Houston (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k)

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Job summary

Bayport Laboratories is seeking a detail-oriented Document Control Clerk in Houston to support day-to-day management and archiving of quality records. You will prepare, file, issue, and track controlled documents, ensuring accuracy and compliance with GDP, FDA, and GMP standards.

Collaboration with Quality, Regulatory, Manufacturing, and other teams is essential for success. The role requires strong organizational skills, experience with EDMS, and proficiency in MS Word and Excel.

Qualifications

• High school diploma or equivalent required.
• Associate degree in Arts, Science, Applied Science, Business Administration, or related field preferred.
• Experience in document control, records management, or regulated manufacturing preferred.
• Cosmetics/pharmaceutical/regulated industries experience a plus.
• Familiarity with GMP and GDP preferred.
• Strong attention to detail and accuracy.
• Proficient with Microsoft Word and Excel.

Responsibilities

• Assist with preparation, filing, revision, and archiving of controlled documents.
• Maintain document logs, trackers, and databases to ensure proper routing and approval.
• Verify current and approved versions of documents and archive obsolete files.
• Organize and maintain quality records for accuracy and accessibility.
• Maintain electronic and hard-copy filing systems and retention per procedures.
• Assist with document change requests, revisions, and approvals.
• Enter and update information in EDMS and spreadsheets.
• Support internal, customer, and regulatory audits and inspections.
• Maintain employee training records related to procedures.
• Distribute approved documents to departments and personnel.
• Communicate document status and missing information across teams.
• Maintain EDMS and ensure documents are organized and accessible.
• Follow GDP, FDA, and GMP requirements for controlled documents.

Skills

Attention to detail

Organizational skills

Time management

Communication skills

MS Word

MS Excel

EDMS usage

Education

High school diploma or equivalent

Associate degree in related field

Tools

EDMS

MS Word

MS Excel

Outlook

Job description

Benefits:

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

POSITION PURPOSE

As a Document Control Clerk at Bayport Laboratories, you will support the day-to-day management, organization, and maintenance of company documents and quality records. This position is responsible for ensuring documents are properly prepared, filed, issued, maintained, and archived in accordance with established document control procedures and applicable FDA, GMP, and internal quality standards.

The Document Control Clerk works closely with Quality, Regulatory, Manufacturing, Operations, and other departments to maintain accurate and accessible documentation. The ideal candidate is highly organized, detail-oriented, dependable, and able to manage multiple priorities while maintaining confidentiality and accuracy.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Document Control: Assist with the preparation, processing, filing, issuance, revision, and archiving of controlled documents, including SOPs, work instructions, batch records, specifications, forms, and other quality documents.
• Document Tracking: Maintain document logs, trackers, and databases to ensure documents are properly routed, reviewed, approved, issued, and archived.
• Version Control: Verify that current and approved versions of documents are available for use and assist in removing or archiving obsolete documents in accordance with established procedures.
• Record Management: Organize and maintain quality records and documentation to ensure records are accurate, complete, legible, traceable, and readily accessible.
• Document Filing: Maintain electronic and hard-copy filing systems and ensure documents are filed according to established procedures and retention requirements.
• Change Control Support: Assist with document change requests, revisions, approvals, and implementation activities. Track outstanding document changes and follow up as needed.
• Data Entry: Enter and update document and record information accurately in electronic document management systems, spreadsheets, databases, and other company systems.
• Audit and Inspection Support: Assist with retrieving, organizing, and preparing documents and records for internal audits, customer audits, and regulatory inspections.
• Training Records: Assist with maintaining employee training records and documentation related to required procedures, SOPs, and other controlled documents.
• Document Distribution: Assist with the controlled distribution of approved documents to appropriate departments and personnel.
• Cross-Functional Communication: Communicate with Quality, Regulatory, R&D, Manufacturing, Operations, and other departments regarding document status, missing information, revisions, and record requirements.
• System Maintenance: Assist with maintaining electronic document management systems (EDMS), ensuring documents are properly organized, accessible, and maintained according to established procedures.
• Compliance: Follow company procedures and good documentation practices (GDP), as well as applicable FDA and GMP requirements, when handling controlled documents and quality records.
• Confidentiality: Maintain confidentiality and security of company, employee, customer, and quality-related information.
• Continuous Improvement: Identify opportunities to improve document organization, filing practices, tracking methods, and administrative processes.

PERFORMANCE MEASUREMENTS

Performance will be evaluated during annual reviews based on:

• Accuracy and completeness of documentation and records
• Timeliness of document processing and filing
• Compliance with document control procedures and applicable GMP requirements
• Proper maintenance of document versions and records
• Audit and inspection readiness
• Ability to meet established deadlines and prioritiesOrganization and accessibility of records
• Communication and responsiveness to internal departments
• Demonstrated reliability, accountability, and attention to detail
• Contributions to continuous improvement of document control processes

QUALIFICATIONS

• High school diploma or equivalent required.
• Associate degree in Arts, Science, Applied Science, Business Administration, or a related field preferred.
• Previous experience in document control, records management, quality, administrative support, or a regulated manufacturing environment preferred.
• Experience in cosmetics, pharmaceuticals, food, medical devices, or other regulated industries is a plus.
• Basic understanding of GMP and good documentation practices preferred.
• Familiarity with FDA requirements and regulated documentation practices is a plus.
• Strong attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to prioritize and manage multiple tasks and deadlines.
• Ability to follow established procedures and instructions consistently.
• Good written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Ability to learn and effectively use electronic document management systems and other company software.

Education/Certification:

• High school diploma or equivalent required.
• Associate degree in Arts, Science, Applied Science, Business Administration, or a related field preferred.
• Previous experience in document control, records management, quality, administrative support, or a regulated manufacturing environment preferred.
• Experience in cosmetics, pharmaceuticals, food, medical devices, or other regulated industries is a plus.
• Basic understanding of GMP and good documentation practices preferred.
• Familiarity with FDA requirements and regulated documentation practices is a plus.
• Strong attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to prioritize and manage multiple tasks and deadlines.Ability to follow established procedures and instructions consistently.
• Good written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Word and Excel.
• Ability to learn and effectively use electronic document management systems and other company software.

Required Knowledge:

• Basic understanding of document control and record-keeping practices.
• Familiarity with quality systems and documentation within a manufacturing environment preferred.
• Basic knowledge of GMP and good documentation practices.
• Understanding of document versioning, filing, tracking, and retention practices.
• Ability to follow established procedures and recognize documentation discrepancies or missing information.
• Basic understanding of data integrity and controlled information.
• Demonstrates professionalism, accountability, dependability, and a collaborative work ethic.
• Commitment to personal and professional growth and continuous learning.

Experience Required:

• 1–2 years of related work experience in document control, administrative support, quality, records management, or a regulated manufacturing environment preferred.
• Experience working with controlled documents, quality records, databases, or electronic filing systems is a plus.
• Experience in a GMP-regulated environment is preferred but not required.

Skills/Abilities:

• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Strong filing, documentation, and record-keeping skills.
• Ability to accurately enter and maintain information in electronic systems and spreadsheets.
• Ability to manage multiple tasks and meet established deadlines.
• Ability to maintain confidential and controlled information.
• Strong follow-through and ability to track outstanding items.
• Ability to identify errors, inconsistencies, or missing information.
• Good written and verbal communication skills.
• Ability to work independently with appropriate direction and as part of a cross-functional team.
• Proficiency with Microsoft Word, Excel, Outlook, and other standard office applications.
• Ability to adapt to changing priorities and work effectively in a fast-paced manufacturing environment.