Engineering Admin / Docs Control Specialist Job Description

 Engineering Admin / Docs Control Specialist typically performs administrative and document control functions within an engineering environment. Their role is essential in maintaining organization and ensuring compliance, quality control, and efficiency in engineering projects. Here's an outline of their responsibilities:
Key Responsibilities:

1. Document Management:
   
   • Organize and manage engineering documents, such as blueprints, schematics, specifications, and design changes.
   • Ensure documents are properly version-controlled and updated as needed.
   • Maintain a filing system, either physical or electronic, for easy retrieval of documents.
   • Ensure that only the most recent and approved versions of documents are in circulation.
2. Compliance & Standards:
   
   • Ensure that all documents adhere to company policies and industry standards.
   • Stay up-to-date with regulatory requirements related to document control (e.g., ISO standards, ITAR, etc.).
   • Conduct audits to ensure compliance with document management processes.
3. Project Support:
   
   • Assist engineering teams by providing them with the correct documents and project specifications.
   • Track the progress of document submissions and approvals.
   • Support cross-functional teams in retrieving the necessary documentation for ongoing or new projects.
4. Coordination & Communication:
   
   • Serve as a point of contact for all document-related inquiries.
   • Work closely with engineers, project managers, and other departments to facilitate the flow of information.
   • Distribute technical documents and ensure the correct individuals have access to them.
5. Version Control & Archiving:
   
   • Manage document version control systems, ensuring proper document revision and archival.
   • Ensure documents are archived appropriately for future reference or audit purposes.
6. Database Management:
   
   • Manage databases or document management systems (DMS) used to store and track engineering documents.
   • Update records, ensure database accuracy, and back up critical files regularly.
7. Reporting:
   
   • Create and maintain reports on document status (e.g., approvals, revisions, outstanding tasks).
   • Provide summaries of document-related activities to stakeholders or upper management.
8. Process Improvement:
   
   • Suggest improvements to document control processes for better efficiency or ease of access.
   • Implement new tools or technologies for document management as needed.

Skills and Qualifications:

• Technical Proficiency: Familiarity with engineering terminology and document formats.
• Document Management Systems (DMS): Experience with software such as SharePoint, OpenText, or specific DMS tools used in engineering.
• Attention to Detail: Ability to identify discrepancies and inconsistencies in documents or processes.
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Communication Skills: Good written and verbal communication skills for document coordination.
• Problem-Solving: Ability to resolve issues related to document control or access.
• Experience with Compliance: Knowledge of industry standards, regulations, and document management certifications (ISO 9001, AS9100, etc.).

Typical Education and Experience:

• Education: A high school diploma or associate degree in a relevant field (e.g., business administration, engineering, or project management).
• Experience: Experience in administrative support or document control, ideally in an engineering or technical field.
• Certifications: Document Control certifications (e.g., Certified Document Control Professional - CDCP) may be preferred or required.

In an engineering environment, this role is essential for maintaining order and ensuring that the right information is always available to the right people. It’s a blend of organizational skills, technical knowledge, and attention to detail.