Document Control Coordinator

About the Role

PURPOSE OF POSITION:  
Under the direction of the quality manager, the data and document control coordinator is responsible for overall coordination of controlled documentation within the company. The data and document control coordinator is to perform the Operating Systems Document Control function including the management of filing and archiving of records, and to assure compliance to current standards and regulations. 

Your Responsibilities

RESPONSIBILITY AND AUTHORITY:  
Train employees on records management procedures and policies, which include documentation, retention, retrieval, destruction, and disaster recovery.
Safety First - Obey the plant’s safety rules and procedures by wearing PPE at all times and immediately addressing all safety concerns.  Promotes an environment where zero injuries are the expected standard.  
Administers training of the Document Control system.
Responsible for Non-Conformance procedure on the floor, correct usage of tags.
Prepare clear, concise, and accurate reports and other written material. 
Establish and maintain effective working relationships with department managers, staff, and others encountered in the course of work.

ESSENTIAL FUNCTIONS OF THE POSITIONS:
Analyze documents and records management problems. 
Reach sound conclusions and recommend improved procedures and facilities. 
Organize work, set priorities, and provide advice and support to meet document management needs. 
Manage the operation of the document control center to ensure that all users have the latest revision of appropriate documentation in a timely manner.
Assist with file migrations and audits, and perform administrative tasks as needed.
Plans, organizes and implements document management programs, methods, practices and procedures to ensure compliance with all applicable laws and regulations and sound professional guidelines of practice. 
Establishes, maintains and updates file category and indexing structures
Develops and revises cross-reference indexes
Establishes and maintains document and records management databases and indexes to track and retrieve records
Determines and applies appropriate legal retention periods for document and record types
Revising and ensuring adherence with destruction schedules and determining the appropriate office of record. 
Performs the Document Control function within the Document Control system.
Orders external standards and maintains tracking system.
Assist in supporting external audits, coordinating activities in document control and ensuring timely response to documentation requests for auditors.
Supports user requests for documentation and trains users in Document Control.
Performs self-audits of satellite document locations and ensures that the current revision is available in a timely manner.
Maintains quality records per applicable SOPs.
Investigates and responds to corrective actions related to Document Control, Training and External Standards.
Responsible for coordinating document change orders, facilitates review, approval, and retention of approval records.
Conducts document and records management training for department staff, advises on appropriate procedures for preserving, storing, retrieving, retaining and destroying records in accordance with established policies and procedures
Perform clerical typing duties to generate documents as necessary. 
Administers the destruction of records in accordance with established retention periods and legal requirements.
Oversees the conversion of paper records to other storage media to ensure accurate, high quality records and efficient viewing and reproduction methods.
Quality Alerts follow up, Containment Sheet follow up, Etc.
Control all Quality Records and Documentation required by the Quality Engineer or Assistant Quality Manager.
Assist to ISO-IATF implementation regarding Documentation and Procedures.
Assist with PPAP deliverables.
Dimensional data management in QDM, create and maintain QDM templates, and generate CMD4 reports.
Assist in problem solving, implementation of corrective and preventative actions, and continuous improvement plans.
Perform other duties as assigned.

Who we are looking for

Your preferred qualifications

POSITION REQUIREMENTS:
Strong verbal, written, organizational, time management and interpersonal skills.
Strong computer skills, including working knowledge of MS Office and e-mail.
Strong interpersonal, communication, and customer service skills are also essential because document control specialists regularly communicate with internal and external business partners.
Excellent communication skills both written and oral.
Computer Skills/ Windows, Excel, Word, Power Point.
Analytic / problem solving abilities.
Organizational skills and abilities 
Ability to prioritize, manage time well, multitask, and troubleshoot. 
Must be computer-savvy and well-versed in Microsoft Office products 

PHYSICAL DEMANDS:
The Data and Document Control Coordinator works in a quality lab and general factory environment. Must be able to bend, stoop, lift, and move heavy packages and records storage boxes weighing up to 50 pounds, stand and walk continuously over an extended period of time, and work in dusty, dirty, and hot conditions. Ability to stand for long periods of time. 

EQUIPMENT / TOOLS USED:
Some of the equipment and tools used are computer, telephone, fax machine, copier/printer, and a projector. 

EDUCATION:  
High School Diploma or GED

WORK EXPERIENCE:
Experience with electronic document control and training system preferred.

What we offer

Competitive salary, Medical, Dental, Vision, 401K with company match, Short term and long term Disability, and Paid vacation/holidays.

Site Benefits

Awareness. Unity. Empowerment.

At Magna, we believe that a diverse workforce is critical to our success. That’s why we are proud to be an equal opportunity employer. We hire on the basis of experience and qualifications, and in consideration of job requirements, regardless of, in particular, color, ancestry, religion, gender, origin, sexual orientation, age, citizenship, marital status, disability or gender identity. Magna takes the privacy of your personal information seriously. We discourage you from sending applications via email to comply with GDPR requirements and your local Data Privacy Law.