Document Control Associate

About the role

The Document Control Associate is responsible for the accurate, timely, secure, and controlled management of Company documents and records under the Regulatory and Compliance Department. The position supports the Company's document control system by ensuring that documents are properly prepared, reviewed, approved, identified, issued, distributed, revised, archived, retrieved, and disposed of in accordance with approved procedures and applicable regulatory, quality, and compliance requirements. The Document Control Associate serves as a key control point for maintaining document integrity, version control, traceability, confidentiality, accessibility, and audit readiness.

Key responsibilities

• Receive documents submitted for review, approval, revision, issuance, or filing and check for required information and completeness before processing
• Assign document-control numbers, codes, revision numbers, or other identifiers according to established procedures and record document details in the appropriate master list, tracker, database, or monitoring system
• Route documents to authorized reviewers and approvers in accordance with established workflows and monitor document-review and approval status
• Issue approved controlled documents to authorized users or departments and maintain records of document issuance and distribution
• Maintain the current Master Document List or equivalent controlled-document register and update document status following approval, revision, withdrawal, or obsolescence
• Process approved document revisions according to established procedures and ensure revision history is properly recorded
• Identify and withdraw obsolete or superseded controlled documents from points of use and maintain appropriate records of withdrawn documents
• Maintain controlled electronic documents in authorized storage locations or systems and apply appropriate naming conventions, folder structures, access permissions, and version-control practices
• Support the Regulatory and Compliance Department in maintaining and organizing regulatory submissions, product notifications or registrations, licenses and permits, certificates, regulatory correspondence, compliance reports, product dossiers, technical documentation, supplier documentation, product specifications, safety-related documentation, audit and inspection records, compliance evidence, government communications, and other regulatory or compliance records assigned by Management
• Maintain appropriate records in accordance with approved retention requirements and coordinate authorized archiving and disposal of expired records

About you

• Bachelor's Degree in Business Administration, Office Administration, Information Management, Records Management, Regulatory Affairs, Quality Management, or a related field is preferred
• Previous experience in document control, records management, administrative support, quality documentation, regulatory affairs, or a similar function is preferred
• Experience in a manufacturing, pharmaceutical, cosmetics, food, medical device, or other regulated environment is an advantage
• Experience with controlled documents, quality systems, or regulatory records is highly desirable
• Proficient in Microsoft Office applications, particularly Word and Excel
• Familiarity with electronic document-management systems is an advantage
• Strong file-management and records-organization skills
• Exceptional attention to detail, strong organizational skills, accuracy and consistency, high level of confidentiality, integrity and honesty, reliability and dependability, good follow-through, time-management skills, ability to work with deadlines, professional communication, ability to follow procedures, ability to identify discrepancies, ability to work independently, and ability to coordinate effectively with different departments

About us

RMR Personal Care and Cosmetics Manufacturing is a regulated manufacturing company in the personal care and cosmetics industry.