WHAT DOES A DOCUMENT CONTROL COORDINATOR DO?

Published: Dec 11, 2024 – The Document Control Coordinator manages the organization, revision control, and distribution of project documentation to ensure compliance with company standards and accurate tracking. This position processes and maintains engineering and construction documents, entering them into project management software and project servers for accessibility and reference. The coordinator establishes and preserves reliable project documentation for ongoing use and final turnover to clients, supporting team needs with reports and administrative tasks.

A Review of Professional Skills and Functions for Document Control Coordinator

1. Document Control Coordinator Responsibilities

  • Product Specification Development: Develop internal product specifications and route for review and approval.
  • Product Release Management: Develop product release forms.
  • SOP Management: Process SOP updates and review content to assist management approval.
  • Document Change Control: Oversee all document change controls, including label changes.
  • Document Control Procedures: Author and update document control procedures.
  • Manufacturing and Documentation Practices: Ensure good manufacturing and documentation practices.
  • Record Retention and Data Management: Ensure adherence to record retention policies, safeguard information, and retrieve data more effectively.
  • Quality Document Management: Store, manage, and track quality documents.
  • Administrative Support: Perform administrative tasks.

2. Document Control Coordinator Job Summary

  • Compliance Documentation: Maintain documentation to ensure compliance with internal procedures and regulatory requirements.
  • Standards and Work Instruction Development: Work with Engineers, Supervisors, and Managers to establish work standards, product criteria, and work instructions.
  • Document Control: Responsible for the editing, review, approval, and issuance of controlled documents.
  • Document Management: Create, update, issue, and archive documents according to established procedures.
  • Data and Documentation Accuracy: Work with appropriate personnel to ensure data and documentation are valid and accurate for the various processes.
  • Issue Resolution Coordination: Coordinate meetings, if necessary, to resolve issues with changes.
  • Procedure and Work Instruction Development: Assist with the development of procedures and work instructions.
  • Document Log Verification: Verify document logs are updated.
  • Production and Engineering Collaboration: Work with production and engineering personnel to maintain product knowledge and understanding of production methods.
  • Document Confidentiality: Maintain control and confidentiality of documents and information.

3. Document Control Coordinator Accountabilities

  • Document Control System Management: Creates, changes, and maintains document control systems, including drawings, work instructions, specifications, and batch reports.
  • Process Documentation: Define and clarify in writing requirements for processes on work instructions and methods of manufacturing and assembly.
  • Document Logging and Tracking: Write document control systems, including logging, tracking, and maintaining batch records.
  • Audit and Data Verification: Perform periodic audits of the information entered into an assigned software system and on the project server.
  • Documentation Accuracy and Access: Ensure all documentation is entered consistently and accurately, and filed for easy access by all team members.
  • Meeting Documentation: Attend various meetings to capture meeting minutes for distribution/record.
  • Communication and Documentation Coordination: Communicate with project engineers and various project team members to maintain a priority list of documentation pending or in review.
  • Deadline Management: Follow-up on upcoming and past due items to meet project deadlines.
  • Project Drawing Maintenance: Responsible for maintaining hard copy sets of project drawings which will require movement and minor lifting of drawing stick sets.
  • Turnover Package Organization: Assist with the organization and development of hard copy and/or electronic copies of turnover packages to the client at the close of a project.

4. Document Control Coordinator Functions

  • Document Revision and Approval: Process documents for revision and approval through the Document Change Request (DCR) process.
  • Training Coordination: Review training needs and coordinate onboarding and periodic training with department managers.
  • Training Records Management: Take responsibility for managing training records.
  • Document Organization: Organize documents from conception to distribution and filing.
  • Process Documentation Development: Assist in the development of process documentation.
  • Subject Matter Expertise (ISO Compliance): Serve as a Subject Matter Expert for Document Control to ensure conformance with ISO 9001:2015 and ISO/IEC 17025:2017.
  • Audit and Inspection Support: Provides support for audits and inspections.
  • Task Prioritization: Prioritize tasks to meet the needs of the project team and their respective deadlines.
  • Customer Relationship Management: Develop and maintain strong customer-focused relationships with all stakeholders.
  • Solution Provider and Profitability Culture: Value and model the solution provider and profitability culture.

5. Document Control Coordinator Job Description

  • Project Documentation Organization and Control: Responsible for organization and change control maintenance of project documentation as well as distribution of project documentation to designated project team members.
  • Document Processing and Compliance: Process documentation complying with company standards and practices.
  • Project Management Software Entry: Enter and attach documentation into the company’s project management software in a manner that provides an accurate distribution history.
  • Documentation Setup and Storage: Establish a reliable set of project documentation in electronic format (paper copy if required) for reference throughout the life of the project and for final turnover to the client.
  • Engineering and Construction Documentation Management: Receive, process, and distribute various types of engineering and construction documentation such as drawings, specifications, datasheets, submittals, requests for information, etc.
  • Documentation Filing and Management: Enter documentation into project management software following company standards and procedures, as well as filing documentation onto the project server.
  • Revision Control: Maintain revision control for the latest set of engineering documents (drawings, specs, submittals, etc.) with the latest easily available for reference by the team.
  • Document Routing and Tracking: Responsible for routing and tracking documents for review/approval and distribution of final documentation to applicable team members.
  • Report Generation: Run miscellaneous reports for team members for meetings, auditing, or working reference.
  • Administrative Support: Perform various administrative tasks as requested by the Project Manager or other project team members.
Relevant Information
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