Document Control Specialist

OmniForce Solutions; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

OmniForce Solutions is seeking a Document Control Specialist to support the Safety Department in Houston, TX. This role focuses on organizing safety documents, preparing reports, and ensuring records are accurate for audits and leadership reviews.

You will collaborate with Safety Coordinators and Specialists, maintain databases, and assist in compliance activities while supporting the development of a mature Safety Management System.

Qualifications

• Basic understanding of safety regulations and recordkeeping practices.
• Familiarity with health, safety, and environmental compliance concepts.

Responsibilities

• Maintain and organize safety documents, records, and databases.
• Prepare and distribute safety reports and metrics.
• Support audits and inspection documentation.
• Provide administrative support to the Safety Department.
• Respond to safety-related emails and communications.

Skills

Organizational skills

Attention to detail

Excel

Word

PowerPoint

Safety management software

Databases

Data entry

Team collaboration

Communication skills

Tools

Safety management software

Learning Management Systems (LMS)

Databases

Job description

The Document Control Specialist plays an important supporting role in maintaining accurate safety records, documentation, and compliance data to support the company’s overall safety strategy. Reporting to the Safety Manager, this position focuses on organizing safety documents, preparing reports, supporting audits, and performing key administrative tasks that enable the Safety Coordinators and Safety Specialist to focus on operational and technical safety activities. This role contributes to audit readiness, regulatory compliance, and the development of a mature Safety Management System.

The Document Control Specialist is responsible for recordkeeping, documentation management, and administrative support for the Safety Department across all company operations in Houston, Texas. This role provides essential backend support to the Safety team (including Coordinators and Specialist), ensuring records are organized, reports are timely, and compliance documentation is readily available for audits and leadership reviews.

Contract! Open-ended, but possibility to extend***

Responsibilities – Primary Obligations

• Maintain and organize safety documents, records, and databases
• Prepare and distribute safety reports and metrics
• Support compliance monitoring and audit preparation activities
• Provide general administrative support to the Safety Department

Summary of Key Functions

Primary Functions –

Organize and manage safety records, databases, and documentation; prepare and distribute reports, alerts, and compliance materials; support audits and inspections with required documentation.

Secondary Functions –

Collaborate with Safety Coordinators and other departments on recordkeeping and administrative initiatives; assist in maintaining up-to-date compliance information and communication materials. Develop status reports based on records. Develop improvement processes to efficiently manage records.

Duties – List of Key Tasks

• Maintain and organize safety documents, records, and databases.
• Prepare and distribute regular safety reports and metrics.
• Assist in monitoring compliance with health, safety, and environmental regulations.
• Support audits and inspections by preparing necessary documentation.
• Distribute safety alerts, updates, and communications.
• Respond to safety-related emails and perform other administrative tasks.
• Complete other duties as assigned.
• Maintain accurate and organized records in accordance with company policies and regulatory requirements.
• Exhibit professional conduct as outlined in the Employee Handbook.
• Participate in cross-training within the Safety team.
• Demonstrate accountability and ownership of assigned responsibilities.
• Actively support a culture of safety, quality, and continuous improvement while helping build systems.

Daily Tasks – Recurring Activities

• Organize and file incoming safety documents and records.
• Update safety databases and tracking logs.
• Respond to safety-related emails and inquiries.
• Distribute daily/weekly safety alerts or updates as needed.
• Provide general administrative support to the Safety team.

Weekly Tasks – Recurring Activities

• Prepare weekly safety reports and compliance summaries.
• Review and organize documentation for upcoming activities.
• Support data entry for training, incidents, or corrective actions.
• Attend department briefings as required.

Monthly Tasks – Recurring Activities

• Compile and distribute monthly safety metrics and reports.
• Assist with preparation of documentation for monthly safety meetings.
• Support monthly inspection and audit documentation requirements.
• Review and archive records per retention policies.

Knowledge, Skills, and Abilities

• Basic understanding of safety regulations and recordkeeping practices.
• Familiarity with health, safety, and environmental compliance concepts.

Skills

• Strong organizational and detail-oriented clerical skills.
• Proficient in Microsoft Office (especially Microsoft Excel for data entry, graphs, and charts; Microsoft Word and Microsoft PowerPoint for materials and presentations).
• Competence in safety management software, learning management systems, or databases. Training provided if needed; mandatory participation and proficiency required.
• Ability to assist with administrative preparation, formatting, improving graphic appearance, organization, and logistical support of training / onboarding materials as directed.
• Excellent written and verbal communication skills
• Strong time management, follow-up tracking, and administrative coordination skills across multiple assignments.

Abilities

• Strong attention to detail and accuracy in recordkeeping.
• Ability to work effectively in a team environment.
• Capable of sitting for extended periods while performing administrative tasks.
• Ability to lift up to 25 lbs. occasionally for filing and document handling.

Experience:

• 1+ years in an administrative, recordkeeping, or compliance support role (safety experience preferred but not required).

Certifications

• Preferred: Administrative Certification / Document Control Certification