Document Control Specialist I

Tolmar; Fort Collins (CO); On-site; USD 56,822,000 - 76,709,000; Full time

Job summary

Tolmar is hiring a Document Control Specialist I to perform processing of controlled documents and maintain the Document Control system. You will issue batch records, manage electronic and paper files, and support revision of documents across departments.

The role requires attention to detail, solid MS Word/Excel/Access skills, and experience with document management systems. Office‑based in Fort Collins, CO with standard business hours.

Qualifications

• High school diploma or GED required; some college preferred.
• Two+ years of administrative experience required.
• Familiarity with FDA cGMP preferred.
• Proficiency in MS Word, Excel, and Access; strong organizational skills.

Responsibilities

• Issue batch records and related documents; verify copy accuracy.
• Navigate Tolmar network drives to store electronic documents.
• Maintain and update databases, tracking systems, and document numbers.
• Ensure employee signature cards are scanned and filed securely.
• Maintain electronic and paper filing per retention schedules.
• Coordinate scanning and retention of lab notebooks, batch records, and QA notes.
• Perform daily document distribution and maintain file room processes.
• Support creation and revision of documents in the electronic management system.
• Assist with department document revisions and supply requests.
• Participate in cross‑functional KPI meetings and escalate discrepancies.

Skills

Word

Excel

Access

cGMP

Organizational skills

Verbal and written communication

Veeva experience

Education

High school diploma or GED

Some college coursework

Two or more years of administrative experience

Tools

EDMS

Job description

Core Hours

Monday - Friday, 6:30 AM - 3:00 PM

Purpose and Scope

The Document Control Specialist I supports Tolmar by performing functions involving the processing of controlled documents and maintenance of the Document Control system.

Essential Duties & Responsibilities

• Issue batch records and associated documents including copy verification.
• Navigate in the Tolmar Network drives for storage of electronic documents, as applicable.
• Update and maintain associated databases and tracking systems including, batch record issuance, lab notebook issuance and archival and validation document numbers.
• Ensure employee signature cards are scanned, filed and stored in secured location for review by departments to verify signature.
• Maintain electronic and paper copy files, as needed per the retention schedule.
• Coordinate and prioritize scanning of files and other documents/records ensuring proper retention requirements including Department document submissions, laboratory notebooks, batch records, logbooks and QA receiving paperwork.
• Perform the daily Document Distribution activities. Maintain document/file room processes, including filing of documents.
• Process all electronic document system types ensuring company-wide adherence to procedures. Complete Electronic Document Management System formatting reviews for documents. Aid all levels of personnel/management regarding the creation and revision of documents within the document management system.
• Assist with revision of department assigned documents.
• Maintain and submit supply requests for the document control department.
• Complete limited immediate actions, corrective actions or change control change actions within Electronic Quality Management System that apply to associated duties.
• Participate in recurring cross-functional meetings with departments that share KPI/processes as needed.
• Escalate and ensure open communication when discrepancies are found in any work.
• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Experience with Microsoft Word, Excel, and Access.
• Knowledgeable in FDA Good manufacturing Practices (cGMP) preferred.
• Excellent organizational skills.
• Ability to maintain focus on detail-oriented, repetitive tasks.
• Effective verbal and written communication abilities to support broad range of internal and external customers.
• Ability to interact with management, peers, and members of other departments in team settings in a respectful and professional manner.
• Veeva experience preferred.

Core Values

The Document Control Specialist I is expected to operate within the framework of Tolmar's Core Values:

• Center on People: We commit to support the well-being of our patients. We are committed to treating our employees and those we serve as valued partners. By placing people at the heart of our actions, we actively engage, invigorate, acquire knowledge, and grow together.
• Are Proactive & Agile: We embody a culture of engagement and action. With a hands‑on approach, we fearlessly adapt to change. We anticipate, respond swiftly and efficiently to ignite a spirit that propels us towards extraordinary outcomes.
• Act Ethically: We are committed to consistently conducting our business in an ethical, compliant, and socially aware manner, in line with our purpose of positively impacting lives. We actively cultivate diversity, equity, inclusion & sustainability in our workplace.
• Constantly Improve: We are committed to a collaborative & proactive effort to improve our products, systems, processes, and services by reducing waste, increasing efficiency & improving quality.
• Are Accountable: We think, act, and communicate with honesty, transparency, and clarity in alignment with our core values. We don't compromise our values for near term gain. We take accountability & ownership of our work, actions, successes, and setbacks. We strive to deliver our best as we shape the future.

Education & Experience

• High school diploma or GED required.
• Some college level coursework preferred.
• Two or more years of experience in an administrative position required.

Working Conditions

• Working conditions are normal for an office environment.
• Work may require occasional overtime.

Compensation And Benefits

• Pay: $23.25 per hour
• Benefits summary: https://www.tolmar.com/careers/employee-benefits

Tolmar is an Equal Opportunity Employer. We do not discriminate on the basis age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law. It is our intention that all qualified applicants be given equal opportunity and that selection decisions are based on job-related factors.