Associate Document Control Specialist

What’s in it for you?

List at least two comparative wins for this role over another that someone might consider. Example follows.

Opportunity To Unlock Your Creativity
Think of all the times you were held back from trying new ideas because you were boxed in by bureaucratic legacy processes or old school tactics. Having a growth mindset is deeply ingrained into our ompany culture since day 1 so Fictiv is an environment where you have the creative liberty and support of the team to try big bold ideas to achieve our sales and customer goals.

Opportunity To Grow Your Career
There are plenty of sales jobs out there. The question is whether any of them will help you grow in your career? Will you be challenged by teammates to achieve your potential? Or are they roles that will ask you to do more of what you've already mastered. At Fictiv, you'll be surrounded by supportive teammates who will push you to be your best through their curiosity and passion.

Position in Company
The Document Control Specialist is responsible for maintaining and controlling those documents identified by the organization as being necessary to execute global activities consistently and at the highest levels of efficiency and effectiveness. Although primarily focused on documents of internal and external origin which are part of Fictiv’s quality management system, other business needs for control of documents will also be handled (e.g. Finance, People Ops, etc.)
Impact of This Role
As the Document Control Specialist you will have a significant impact on maintaining Fictiv’s ISO9001:2015 registration. You will ensure the availability of current versions of documents required by the ISO9001:2015 standard and Fictiv’s quality management system (QMS). You will ensure that all documents are reviewed for suitability, adequacy, and accuracy on a defined frequency, that new documents use the correct templates (to promote interoperability), and that changes are reviewed and approved by the appropriate subject matter experts and authorities in Fictiv. You will be responsible for preserving archived and obsolete revisions of documents and making these available on request.This is an administrative role.
In addition to QMS documents, you will support functional groups, in all regions, with the control of their documents, particularly with regard to ensuring Fictiv complies with statutory and regulatory requirements.
By ensuring Fictors worldwide have access to the documentation they need, you will help them do the best work of their careers - completely, correctly, and consistently.
You will report to the Head of Global Quality and will assist from time to time with various duties as needed and assigned.
Essential Functions-

• Maintenance of document control best practices
• Provide training to new and existing users on the document management processes
• Review documents for completeness and compliance with internal template and procedure requirements
• Work with document owners to ensure all document change issues are resolved before submitting for approval
• Facilitate, coordinate and manage the approval process for change review and document release
• Ensure distribution of new documents and new revisions of existing documents and verify that the recipients acknowledge that they have reviewed and understood the changes
• Support cross functional teams, across all regions with document control system process needs, and document requests
• Enforce company’s document control policies and procedures and assist with training records.
• Publish KPIs for document control and use these to identify/execute improvements and to verify their effectiveness
• Create quality records through manual data entry. These records are critical for demonstrating our quality performance
• Perform other additional duties or special projects as needed and as assigned by the Head of Global Quality

Abilities

You’re Passionate and Empathetic - You have a passionate commitment to people and deep empathy for how supporting individuals leads to a stronger company culture.

● Exhibit a high level of initiative and integrity and is empathetic to the needs of geographically dispersed individuals across the organization
● Excellent decision-making skills and the ability to work in a collaborative environment, a team player
● Ability to exercise good judgment within broadly defined practices and policies and work in a self-directed manner
● Tenacity and assertiveness in obtaining timely reviews and approvals from colleagues at all levels of the organization, who might not have this as their highest priority

You’re Collaborative -

It is expected that you will partner with various departments to ensure organizational needs are met and to support strategic programs.
Excellent collaboration skills and the ability to manage multiple tasks and projects simultaneously
Ability to build strong trust-based relationships
Subject Matter Expert for documentation requirements and issues.
You will serve as an Advocate – In the role, you will solicit and listen to concerns, and take an active role in resolving problems.

● Strong in identifying business processes and communicating system requirements
● Adept at shifting priorities while maintaining a high degree of organization and control
● Strong listener who’s comfortable with ambiguity, asking questions, and providing clarity
● Strong customer service skills with demonstrated service mentality

Desired Traits

• Fluency in English
• Previous Document Control experience is not necessary, but a demonstrated interest in developing a career in this field is essential
• Attention to detail.
• Experience working in an ISO 9001:2015 organization
• Good keyboard skills and accuracy
• Must have strong verbal and written communication skills and possess the ability to interact effectively with colleagues and external parties
  You’re Passionate and Empathetic - You have a passionate commitment to learning and self-improvement and deep empathy for how supporting individuals leads to a stronger company culture.
• Has a strong desire to develop as a documentation subject matter expert
• Exhibits a high level of initiative and integrity and is empathetic to the needs of geographically dispersed individuals across the organization
• Excellent ability to work in a collaborative environment, a team player
• Tenacity and assertiveness in obtaining timely reviews and approvals from colleagues at all levels of the organization, who might not have this as their highest priority

You’re Collaborative – It is expected that you will partner with various departments across all regions to ensure the organization’s needs are met and to support strategic programs.

▪Excellent collaboration skills and the ability to manage multiple tasks and projects simultaneously
▪Ability to build strong trust-based relationships
▪Become a Subject Matter Expert for documentation requirements and issues
You will serve as an Advocate – In the role, you will solicit and listen to concerns and take an active role in resolving problems.
▪Strong in identifying business processes and communicating system requirements
▪Adept at shifting priorities while maintaining a high degree of organization and control
▪Strong listener who’s comfortable with ambiguity, asking questions, and providing clarity
▪Strong customer service skills with demonstrated service mentality