Duties & Responsibilities include, but are not limited to
Document Control Administration
Administer the common document control process for all three pillars in accordance with the approved corporate framework.
Apply consistent requirements for document identification, ownership, formatting, revision, approval, publication, and archiving.
Maintain the master document register, including document owners, revision status, approval records, effective dates, and review deadlines.
Identify gaps in document control practices and propose improvements to the Operational Excellence Manager.
Submission & Approval Control
Review document submissions for completeness, correct identification, version information, and evidence of the required reviews and approvals.
Return incomplete or inconsistent submissions to the document owner, specifying the corrections required.
Coordinate review and approval workflows with designated owners, reviewers, and approvers.
Withhold official publication until all applicable document control and approval requirements have been met.
Preserve the distinction between administrative verification and technical approval; document owners and authorized approvers remain responsible for content accuracy and suitability.
Publication & Version Management
Publish approved documents in the designated corporate repository, ensuring that their status and effective dates are clearly identified.
Verify that users can identify and access the current approved version.
Maintain traceability between revisions, change descriptions, approval records, and superseded versions.
Withdraw obsolete versions from official points of use and coordinate the replacement of controlled local copies with designated station contacts.
Identify unauthorized or duplicate versions and coordinate their correction or removal through the established process.
Periodic Reviews & Document Currency
Monitor review deadlines and notify document owners of upcoming and overdue reviews.
Require owners to confirm continued validity or submit revisions through the approved workflow.
Track review commitments and escalate overdue documents, missing ownership, or unresolved approval requirements to the Operational Excellence Manager and relevant pillar leader.
Prioritize follow-up based on the document’s operational significance and identified risks, consulting the technical owner when needed.
Do not treat an overdue review as evidence that a document is technically invalid; obtain the owner’s assessment and escalate any unresolved risk.
Repository, Access & Records Management
Maintain an organized repository using approved classifications, naming conventions, and access arrangements.
Coordinate access permissions with authorized owners and IT, where applicable.
Retain approval records, revision histories, and superseded documents according to applicable retention and archiving requirements.
Verify that archived documents remain traceable and are clearly distinguished from versions authorized for operational use.
Escalate repository access, availability, or integrity issues that could prevent users from obtaining required documentation.
Cross-Pillar & Local Coordination
Provide document control services to OPEX, QHSE, and EA, applying consistent administrative requirements across their respective documentation.
Coordinate with technical and methodological owners to plan publications, revisions, and document withdrawals.
Work with designated local contacts to confirm the availability of current corporate documents and address uncontrolled local copies.
Route questions about technical interpretation or local adaptations to the responsible owner.
Track documentation dependencies affecting deployments, operational changes, or integration activities, and escalate delays that may affect readiness.
Communication & User Guidance
Issue publication and revision notifications that identify the document, effective date, and approved summary of changes.
Coordinate with document owners on the communication and training materials required to support implementation.
Guide users on document submission, approval workflows, repository access, and version identification.
Verify that designated contacts understand document control requirements and address recurring administrative errors.
Maintain controlled versions of approved training materials and operational guidance; technical training and implementation remain the responsibility of the relevant pillar and local management.
Assessment Support & Corrective Actions
Provide current documents, approval records, revision histories, and other document control evidence for corporate evaluations and customer assessments.
Identify and report document control deficiencies, including missing approvals, obsolete versions, incomplete registers, and inaccessible records.
Implement assigned corrections to document administration and verify that the relevant records or repository controls have been updated.
Track documentary changes arising from corrective actions and confirm their approved publication.
Refer technical content gaps to the responsible owner. Publication of a revised document does not, by itself, demonstrate operational implementation or justify closure of a corporate audit finding.
Reporting & Process Improvement
Report document control performance, including overdue reviews, pending approvals, publication delays, and unresolved version issues.
Maintain reliable evidence supporting the status reported in the master register and related trackers.
Analyze recurring submission errors and workflow delays, recommending practical improvements to templates, instructions, and administrative processes.
Escalate persistent non-compliance with document control requirements and track the resulting decisions.
Verify that approved improvements strengthen document traceability, availability, and control.
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Qualifications & Skills
Education and qualifications
Diploma or bachelor’s degree in business administration, Information Management, Industrial Engineering, Quality Management, or a related field.
Training in document control, records management, or management system documentation is preferred.
Relevant document control experience may be considered in place of a directly related academic qualification.
Skills/Competencies
Strong understanding of document lifecycle management, approval workflows, version control, and traceability.
High attention to detail and the ability to identify incomplete, inconsistent, or unauthorized documentation.
Ability to apply administrative requirements consistently and explain required corrections clearly.
Strong organizational skills and discipline in managing review deadlines, publication commitments, and outstanding approvals.
Ability to coordinate with multiple document owners and escalate unresolved requirements constructively.
Proficiency in document management platforms, Microsoft Word, Excel, and collaborative repositories.
Ability to maintain registers, revision histories, and clear document status reports.
Understanding of access control, confidentiality, retention, and archiving principles.
Clear written and verbal communication in English and Spanish.
Ability to distinguish document control responsibilities from technical content approval and operational implementation.
Experience
At least two years of experience in document control, records management, management system administration, or a related role.
Experience maintaining controlled repositories, master document registers, revision histories, and approval records.
Experience coordinating document reviews and publication workflows across multiple departments.
Experience identifying and resolving version discrepancies, missing approvals, or overdue reviews.
Experience supporting multi-site organizations or environments with formal management systems is preferred.
Exposure to operational, quality, food safety, safety, or compliance documentation is desirable.
Work Environment
Primarily office-based work involving document review, repository administration, and coordination with corporate and station teams.
Regular interaction with document owners, reviewers, approvers, IT, and designated local contacts.
Periodic participation in assessments, deployment activities, or station visits when required.
Compliance with applicable site safety, food safety, and security requirements during operational visits.
Travel requirements
Up to 50% domestic and international travel, depending on document control implementation needs, station support requirements, and assigned assessments.
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