Document Control Specialist

Webco Industries, Inc.; Kellyville (OK); On-site; USD 45,000 - 65,000; Full time

Job summary

Webco Industries, Inc. seeks a Document Control Specialist to safeguard document integrity across manufacturing, quality, safety, and administrative functions. You will manage the control system, maintain version history, and ensure secure, accessible records.

The role emphasizes attention to detail, strong Microsoft Office and ERP proficiency, and collaboration with multiple departments. Experience with ISO standards and document management systems is preferred.

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.
• Preferred: 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

Version control

Attention to detail

Process orientation

Cross-functional collaboration

Technical writing

Microsoft Office

ERP systems

Data integrity

Multitasking

Education

Associate degree or equivalent in Business/Quality/Engineering

Tools

Document management systems

Microsoft Office Suite

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

Attribute Behavioral Expectation 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
• Required: 2+ years of document control, administrative, or quality systems experience
• Required: Strong organizational and recordkeeping skills
• Required: Proficiency in Microsoft Office Suite
• Required: 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
• Preferred: 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

Our Work Experience is the combination of everything that’s unique about our culture, our core values, our company meetings, our commitment to success, our recognition programs, but most importantly, it’s our people. Our employees are self-disciplined, hardworking, curious, trustworthy, humble and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in our area.