Document Control Specialist

The Document Control Specialist at our Vehicle Processing Center (VPC) in Jacksonville, FL will work with all facets of the VPCs to ensure that documentation is created and controlled in a standardized manner. The Document Control Specialist will be responsible for processing change requests and administering document reviews. This position will also help review documents for quality and compliance with approved standards and will play a key role in helping SET transition into a more robust document control system as SET integrates into an Enterprise Resource Planning (ERP) system over the next several years.

Responsibilities:

• Develop, author, and administer templates for standard job instructions, installation guides, standard operating procedures (SOPs), manuals, and policies.

• Assist in integration of current documents into new ERP system.

• Manage and maintain all controlled company documents supporting Vehicle Processing.

• Create and maintain libraries to organize and retain records. 

• Support the product development engineers and SET leadership with change requests.

• Process change requests and administer document reviews to ensure quality and compliance.

• Assist with the critique, review, and changes of accessory installation documents as needed.

• Leverage system level tools such as QMS software or MS Suite Tools to improve document management practices.

• Develop and manage workflows in SharePoint to support document management and change management activities.

• Proactively work with Toyota Motors of North America (TMNA) to ensure that new documents or changes are posted to VPC internal registry to ensure installers have accurate information.

• Overlook the VPC Carry Over process for installation documents as well as administrate the review policy for non-install related documents.

• Oversee workflows necessary to ensure a smooth and consistent management of change.

• Maintain the VPC Document Control SharePoint Site.

• Train employees in the use of controlled documents and ensure all documents are up-to-date and accurately reflect current policies and procedures.

• Play a key role in helping SET develop a more robust document control system while integrating into a new ERP over the next several years.

• Support Business Process Management processes and tools as required.

Qualifications:

• Document control experience – 3 to 5 Years

• College Degree

  • Minimum – Associates degree

  • Preferred – Bachelor’s degree

• Enterprise Resource Planning (ERP) and Quality Management System (QMS) experience required

• Proficient in Microsoft Office Products (Word, Excel, PowerPoint).

  • SharePoint experience required

  • Dynamics 365 experience preferred

• Familiar with Adobe products (Adobe Pro, Illustrator, Forms)

• Preferred experience with ISO, TS 16949, and APQP standards.

• Proficient in Document Hierarchy and Process Classification Frameworks or similar frameworks for Business Process Management.

• Excellent organizational & problem-solving abilities

• Ability to focus and keep track of several items at one time

• Extremely high attention to detail and concern for standards are required.

• The ability to work autonomously and be self-managing

• Customer Service orientation with excellent communication skills (verbal & written)

• While performing the duties of this job, the associate is required to write, read/review written documentation for extended periods of time.

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