Document Control Specialist

Waaree Solar Americas Inc.; Brookshire (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

Waaree Solar Americas Inc. is seeking a Document Control Specialist to manage the flow of documents across the organization, ensuring production quality through robust document management.

You will handle control, retrieval, and archival tasks for production and quality records, while safeguarding sensitive information. The role collaborates with Production, Engineering, and Quality to prepare documentation for audits and compliance, and provides training on the document management system.

Qualifications

• High school diploma or equivalent; associate’s degree or higher is a plus.
• 1–2 years in document control, quality assurance, or similar admin role, preferably in manufacturing or engineering.
• Strong attention to detail and organizational skills.
• Familiarity with document control systems (e.g., SharePoint, Documentum) or similar software.
• Excellent communication and interpersonal skills.
• Knowledge of ISO 9001, IEC standards, or other industry regulations is a plus.
• Ability to handle confidential and sensitive information responsibly.
• Proficient in Microsoft Office and document management software.
• Office-based role with some time in manufacturing facility.

Responsibilities

• Maintains an organized system for document storage, retrieval, and distribution of production and QC documents, specs, and certifications.
• Ensures documents are reviewed, updated, and version-controlled; only current documents are used.
• Monitors compliance with internal policies, ISO/IEC standards, and regulatory requirements.
• Keeps records of updates, approvals, revisions; tracks document control activities.
• Retrieves relevant documents for projects, audits, or inspections for production, engineering, and quality teams.
• Collaborates with Quality, Engineering, and Production to prepare and file documents for compliance and projects.
• Assists internal and external audits with up-to-date documents available for review.
• Provides training on document control procedures and the document management system.
• Suggests improvements to document control processes and systems for efficiency and accuracy.
• Ensures safety and operational protocol compliance in document control activities.
• Conducts line audits for document reviews per Waaree documentation.
• Supports the process quality team.
• Other duties as assigned.

Skills

Attention to detail

Organizational skills

Communication skills

Education

Associate's degree or higher in business administration, engineering, or related field

Tools

SharePoint

Documentum

Microsoft Office Suite

Job description

The Document Control Specialist will manage the flow of documents throughout the organization, ensuring that all required documentation is in place for the production of high-quality solar modules. This position requires an understanding of document management systems, quality control processes, and the ability to handle sensitive and confidential information.

Essential Job Duties and Responsibilities

• Maintains an organized system for document storage, retrieval, and distribution of production and quality control documents, specifications, and certifications.
• Ensures that all documents are reviewed, updated, and version-controlled according to the established procedures, ensuring only the most current documents are in use.
• Monitors and ensures compliance with internal policies, industry standards, and regulatory requirements related to document management (e.g., ISO, IEC).
• Maintains records of all documentation updates, approvals, and revisions; track and log document control activities.
• Provides support to production, engineering, and quality teams by promptly retrieving relevant documents as needed for projects, audits, or inspections.
• Collaborates with various departments (e.g., Quality, Engineering, Production) to gather, prepare, and file documents for compliance and project needs.
• Assists in internal and external audits by ensuring that relevant and up-to-date documents are available and properly organized for review.
• Provides training and guidance to employees on proper document control procedures and the use of the document management system.
• Suggests and implements improvements to document control processes and systems to ensure efficiency and accuracy.
• Ensures compliance with safety and operational protocols in all document control-related activities.
• Conducts Line audit for all the documents review according to Waaree documents.
• Supports process quality team.
• Other duties as assigned.

Minimum Requirements and Qualifications

• High school diploma or equivalent required; associate’s degree or higher in business administration, engineering, or a related field is a plus.
• At least 1-2 years of experience in document control, quality assurance, or a similar administrative role, preferably in a manufacturing or engineering environment.
• Strong attention to detail and organizational skills.
• Familiarity with document control systems (e.g., SharePoint, Documentum, or similar software).
• Excellent communication and interpersonal skills.
• Knowledge of ISO 9001, IEC standards, or other relevant industry regulations is a plus.
• Ability to handle confidential and sensitive information responsibly.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and experience with document management software.
• Physical Requirements:
• Ability to sit and work at a computer for extended periods.
• Ability to lift and carry up to 25 pounds as needed for filing and document management.
• This position is primarily office-based, with occasional time spent in the manufacturing facility.