Document Control Specialist

webcotube; Kellyville (OK); On-site; USD 42,000 - 64,000; Full time

Job summary

webcotube is seeking a Document Control Specialist to safeguard the integrity and accessibility of controlled documents across the organization. You will manage the document control system, ensure version control, and support audits by organizing and retrieving records while collaborating with Quality, Engineering, Operations, Safety, and HR.

The role emphasizes attention to detail, strong writing skills, and proficiency with Microsoft Office and ERP systems to maintain standardized

Qualifications

• Associate degree or equivalent experience in Business, Quality, Engineering, or related field.
• 2+ years of document control, administrative, or quality systems experience.
• Strong organizational and recordkeeping skills.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple priorities with high attention to detail.
• Preferred: Experience in a manufacturing or industrial environment.
• Preferred: Familiarity with ISO or other regulatory compliance standards.
• Preferred: Experience with ERP or document management systems.
• Lean Manufacturing exposure.

Responsibilities

• Maintain and administer the company's document control system (electronic and hard copy).
• Ensure proper version control, revision tracking, and document retention practices.
• Coordinate review, approval, and release of controlled documents.
• Manage SOPs, work instructions, forms, policies, and engineering drawings.
• Support audit readiness by organizing and retrieving documentation as needed.
• Collaborate with Quality, Engineering, Operations, Safety, and HR to ensure documentation accuracy.
• Monitor document change requests and maintain revision history logs.
• Train employees on document control procedures and best practices.
• Archive obsolete documents in accordance with retention guidelines.
• Support continuous improvement initiatives through process documentation updates.
• Maintain confidentiality and security of sensitive records.

Skills

Document management systems

Version control & traceability

Attention to detail

Process orientation

Cross-functional collaboration

Technical writing

Data integrity

Microsoft Office & ERP Systems

Education

Associate degree or equivalent experience in Business, Quality, Engineering, or related field

Tools

SharePoint

ERP Systems

Job description

Document Control Specialist

Role Purpose / Mission

The Document Control Specialist ensures the integrity, accuracy, accessibility, and security of all controlled documents across the organization. This role safeguards operational excellence by maintaining standardized documentation practices that support manufacturing, safety, quality, compliance, and administrative functions. By protecting "First Things Now" and reinforcing disciplined processes, this role helps ensure teams have the right information at the right time to execute safely and effectively.

Key Responsibilities

• Maintain and administer the company's document control system (electronic and hard copy)
• Ensure proper version control, revision tracking, and document retention practices
• Coordinate review, approval, and release of controlled documents
• Manage Standard Operating Procedures (SOPs), work instructions, forms, policies, and engineering drawings
• Support audit readiness by organizing and retrieving documentation as needed
• Collaborate with Quality, Engineering, Operations, Safety, and HR to ensure documentation accuracy
• Monitor document change requests and maintain revision history logs
• Train employees on document control procedures and best practices
• Archive obsolete documents in accordance with retention guidelines
• Support continuous improvement initiatives through process documentation updates
• Maintain confidentiality and security of sensitive records

Core Competencies & Skills

• Document Management Systems

  Proficient in maintaining electronic document control platforms and structured filing systems

• Version Control & Traceability

  Strong understanding of revision control, change management, and audit trails

• Attention to Detail

  Exceptional accuracy in reviewing, formatting, and publishing documentation

• Process Orientation

  Ability to align documentation with Lean Manufacturing workflows

• Cross-Functional Collaboration

  Works effectively with multiple departments to ensure clarity and compliance

• Technical Writing

  Clear, concise documentation writing and formatting skills

• Data Integrity

  Maintains structured records with a high level of accountability

• Microsoft Office & ERP Systems

  Advanced skills in Word, Excel, SharePoint, and internal systems

Character Attributes / Soft Skills

• Trust

  Handles confidential information responsibly and maintains documentation accuracy

• 100% Engaged Every Day

  Demonstrates ownership and urgency in maintaining current documentation

• Focus & Build on Strengths

  Brings disciplined organization and structured thinking to all processes

• Protect First Things Now

  Prioritizes compliance, safety, and regulatory documentation

• Teamwork

  Supports departments with timely and accurate document updates

• Agility

  Adapts quickly to process changes and evolving operational needs

• Expect the Best

  Maintains high standards for document quality and clarity

Performance Indicators / Success Metrics

• 100% compliance with document control procedures
• Zero audit findings related to documentation management
• Timely processing of document revisions and change requests
• Document retrieval response time within established standards
• Accurate retention and archival of obsolete documents
• Positive internal feedback from department leaders
• Continuous improvement in documentation workflows

Required & Preferred Qualifications

Required:

• Associate degree or equivalent experience in Business, Quality, Engineering, or related field
• 2+ years of document control, administrative, or quality systems experience
• Strong organizational and recordkeeping skills
• Proficiency in Microsoft Office Suite
• Ability to manage multiple priorities with high attention to detail

Preferred:

• Experience in a manufacturing or industrial environment
• Familiarity with ISO or other regulatory compliance standards
• Experience with ERP or document management systems
• Lean Manufacturing exposure

Typical Physical Demands

Frequent sitting and computer use (up to 75% of workday)

Occasional standing and walking within office and manufacturing areas

Ability to lift up to 25 pounds (file boxes, archived materials)

Manual dexterity sufficient for keyboarding and document handling

Visual acuity for detailed document review and screen work

Occasional bending, reaching, and filing

Typical Working Conditions

Primarily office-based environment with periodic exposure to manufacturing floor

Exposure to moderate noise levels when entering plant areas

May be required to wear appropriate Personal Protective Equipment (PPE) in manufacturing areas (safety glasses, steel-toe boots, hearing protection)

Standard weekday schedule with occasional extended hours during audits or major documentation updates

Climate-controlled office environment with occasional exposure to temperature fluctuations in plant settings