A Document Control Coordinator is a professional who plays a crucial role in ensuring the effective management of documents within an organization. They are responsible for maintaining document control processes, overseeing document workflows, and ensuring compliance with regulatory requirements. In this blog post, we will delve into the primary responsibilities and the most in-demand hard and soft skills for Document Control Coordinators.

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Main Responsibilities of a Document Control Coordinator

The following list describes the typical responsibilities of a Document Control Coordinator:

Assemble

Assemble and maintain all site quality related manuals and preventative maintenance manuals.

Assist in

• Assist in project wide compliance with document control procedures.

• Assist in related tasks as requested by Document Control Manager.

• Assist in the development and maintenance of document templates.

• Assist in the preparation and issuing of maintenance and turnover documentation.

• Assist in training staff on document control procedures and requirements.

• Assist project management team with site administration duties.

• Assist with preparation of customized training material if required.

Build

Build and maintain trusting relationships with client, subcontractors and suppliers.

Collaborate with

• Collaborate with cross-functional teams to support document-related activities.

• Collaborate with IT teams to ensure the functionality of document management systems.

Collect

Collect, review, catalogue and disseminate drawings, change orders, and submittal documents.

Conduct

• Conduct periodic audits to assess document control effectiveness.

• Conduct regular backups and data recovery procedures for electronic documents.

Continue to

Continue to audit and monitor document updates from clients and report to sire project about changes.

Control

Control and track the generation and distribution of electronic data.

Coordinate

• Coordinate document reviews and approvals.

• Coordinate the scanning, indexing, and digitization of physical documents.

Create

• Create and maintain document tracking logs.

• Create and / or maintain forms and templates for documentation control.

• Create and / or revise procedures, work instructions and records as requested.

• Create / Update projects in BillQuick system and provide invoicing support.

Design

Design and implement systems to establish document management best practices across the project.

Determine

Determine any current gaps in training documentation for current Golden Bolt employees.

Develop

• Develop and communicate solutions when issues noted.

• Develop and implement document control procedures.

Ensure

• Ensure basic grammatical accuracy and completeness when revising documents.

• Ensure compliance with document management policies and procedures.

• Ensure proper filing of all project documents.

• Ensure the availability and accessibility of documents to authorized personnel.

• Ensure the latest revision of a document is always available for the project teams.

Enter

Enter and distribute Daily Reports, including Quality Control Daily Reports.

Establish

Establish and maintain document filing and retrieval systems.

Facilitate

• Facilitate in the updating of customer specifications.

• Facilitate the integration of document control processes with other business systems.

Foster

Foster Collaboration and Teamwork.

Identify

• Identify and resolve document control issues or discrepancies.

• Identify document control issues and recommend further improvements.

• Identify inefficiencies that can be improved.

Implement

• Implement document management policies and procedures in line with TI Corp's guidelines.

• Implement security measures to safeguard confidential or sensitive documents.

Input

Input and retrieve electronic files upon request.

Issue

Issue batch and cleaning and sanitation records.

Maintain

• Maintain accurate records of all in-process Engineering Change Orders (ECOs).

• Maintain and / or create process documents (standard work) for change controls.

• Maintain an index of all original documents stored at off-site storage.

• Maintain databases used for tracking various GMP documentation.

• Maintain project document filing system in accordance with established procedures.

• Maintain revision control of product documentation electronic files on company network.

• Maintain site training records.

Manage

• Manage and maintain document vault (Projectwise + Deliverables Management).

• Manage site project GMP documentation workflow approval.

• Manage the archiving and disposal of documents according to retention schedules.

• Manage the change workflow, which is the vehicle to execute the request for changes.

Monitor

• Monitor document control metrics and identify areas for improvement.

• Monitor document distribution and access permissions.

• Monitor processes to ensure compliance with the quality system.

Participate in

Participate in document-related meetings and provide input on process improvements.

Perform

• Perform batch record reviews as needed.

• Perform quality assurance on incoming and outgoing project documents.

• Perform quality checks on documents for completeness and accuracy.

Prepare

• Prepare external mandates with procurement and supplier after PO award.

• Prepare, process, log, and file incoming and outgoing project documents in Prolog.

• Prepare reports and metrics related to document control activities.

• Prepare transmittals of drawings / documents for submission to the client / sub-contractor.

• Prepare vendor document list and master document registry (VDL,MDR) with engineers.

Prioritize

Prioritize workflows as necessary to maintain project schedules.

Provide

• Provide reports to Upper Management and Project Management regarding document status.

• Provide status updates and reminders when necessary.

• Provide technical and administrative support.

• Provide training and guidance on document control best practices.

Receive

Receive consultant drawings, review, and log.

Record

Record Management, Library Science or Management Information Systems desirable.

Remain

Remain informed and up-to-date on the current construction project schedule.

Request

• Request drawings / documents for distribution.

• Request updated drawings / documents for distribution to project stakeholders.

Respond to

Respond to document requests and inquiries from internal and external stakeholders.

Review

• Review and final implementation of document change request process.

• Review and verify the accuracy of documents.

Set-up

Set-up and maintain quality management system for importing quality manual.

Stay updated on

Stay updated on industry regulations and best practices in document management.

Streamline

Streamline document workflows and eliminate redundancies.

Support

• Support compliance initiatives and / or take part in mass data updates in ERP system as necessary.

• Support document-related aspects of audits and inspections.

• Support regulatory (FDA, EMA) and client audits / inspections of Paragon.

• Support the documentation of standard operating procedures (SOPs) and work instructions.

• Support the project team with other tasks as required (list extraction, printing, formatting etc.).

Take

Take progress photographs for project files.

Track

• Track and monitor documentation workflows.

• Track any site-specific deviations.

• Track document revisions and maintain version control.

Train

• Train new users and serve as a resource to existing users for resolution of any eQMS issues.

• Train staff on document control procedures and systems.

Work

• Work closely with the site personnel regarding the status of documents.

• Work on Document Control tasks with minimal supervision when necessary.

Write

Write / revise SOPs, spreadsheets as applicable.

Most In-demand Hard Skills

The following list describes the most required technical skills of a Document Control Coordinator:

1. Proficiency in document management software/systems.

2. Knowledge of electronic document imaging and scanning techniques.

3. Familiarity with metadata tagging and indexing methodologies.

4. Understanding of regulatory requirements related to document control.

5. Ability to create and maintain document control procedures.

6. Experience in document control within specific industries (e.g., healthcare, construction).

7. Knowledge of electronic recordkeeping principles and practices.

8. Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint).

9. Familiarity with database management and query languages.

10. Understanding of data privacy and security regulations.

11. Ability to troubleshoot and resolve technical issues related to document management systems.

12. Experience with electronic signature and digital rights management (DRM) solutions.

13. Knowledge of document conversion and migration processes.

14. Proficiency in file format conversion and compatibility.

15. Understanding of document lifecycle management principles.

16. Experience with document collaboration and version control tools.

17. Knowledge of ISO standards related to document management.

18. Familiarity with cloud-based document management systems.

19. Ability to create and maintain document templates.

20. Proficiency in data analysis and reporting tools.

Most In-demand Soft Skills

The following list describes the most required soft skills of a Document Control Coordinator:

1. Strong attention to detail and accuracy.

2. Excellent organizational and time management skills.

3. Effective communication and interpersonal skills.

4. Ability to work collaboratively in a team environment.

5. Analytical thinking and problem-solving abilities.

6. Adaptability and flexibility to changing workflows and priorities.

7. Ability to handle confidential and sensitive information.

8. Attention to compliance and regulatory requirements.

9. Excellent customer service and relationship-building skills.

Conclusion

In this blog post, we have explored the main responsibilities and the most in-demand hard and soft skills for Document Control Coordinators. These professionals play a vital role in ensuring the efficient and effective management of documents within organizations. From establishing document control procedures to overseeing document workflows, their attention to detail, technical expertise, and strong communication skills contribute to the smooth operation of document management systems.