Document Control Process Administrator

Document Control Process Administrator

The Document Control Administrator is responsible for (i) the global administration and integrity of the organization's electronic document management system (EDMS), ensuring controlled documents are accurately maintained, properly structured, and accessible in compliance with ISO 9001 requirements and internal quality standards. (ii) This role owns the full document control lifecycle — from user access management and document publication to record retention and audit readiness — serving as the central point of accountability for document control operations across all Chamberlain Group locations. (iii) The Administrator partners with multifunctional teams to drive system efficiency, support user training, and maintain consistent processes that enable the quality management system to function effectively at scale. Requires a Bachelor's Degree, and +3 years of experience in document control administration.

• Administer the global electronic document management system (EDMS), maintaining a consistent document structure, numbering convention, and access-control model across all sites; ensure platform stability during system upgrades, technical changes, and service downtime.
• Manage user access and permissions to the controlled document repository, applying least-privilege principles and removing access promptly upon role change or departure; audit access records regularly to ensure accuracy and system integrity.
• Execute end-to-end document control operations, including assigning control numbers, reviewing documents for compliance, managing approval and publication workflows, tracking periodic updates, and disposing of unreleased or obsolete documents in accordance with ISO and internal requirements.
• Collaborate and ensures with multifunctional team to had appropriate training route on Documented process for each Exempt & Non-Exempt employee.
• Audit and maintain the global master document register, ensuring accurate revision status, document ownership, effective dates, and next-review dates for all controlled documents. Oversee the global record retention program, ensuring compliance with retention policies across all Grupo Chamberlain locations.
• Analyze, develop and maintain KPIs and performance reports for document control activities (e.g., DCR cycle time, overdue review rate, backlog aging) to support quality leadership decision-making.
• Coordinate and support internal and external ISO 9001 audits by providing document history, traceability records, and evidence of control upon request.
• Collaborate with business process owners and super users to identify improvement opportunities and drive efficiency in document control system functionality and workflows.
• Comply with health and safety guidelines and rules; managers should also ensure compliance across their teams.
• Protect Chamberlain Group’s reputation by keeping information confidential.
• Maintain professional and technical knowledge by attending educational workshops, reading professional publications, establishing personal networks, and participating in professional societies.
• Contribute to the team effort by accomplishing related results and participating on projects as needed.

Education/Certifications:

Bachelor's degree in business administration, Industrial Engineering, Quality Management or a related field or equivalent experience.

Experience:

• 3+ years of experience in document control administration in manufacturing processes or Quality engineering, ideally within a multi-site or global manufacturing environment.
• A detailed understanding of ISO 9001 (TS16949, ISO14001 / / OHAS 18001 would be advantageous)
• Quality Management System Auditing experience and managing audit programs
• Strong understanding of ISO requirements and quality management principles
• Excellent analytical and problem-solving skills
• Experience of dealing with customers and suppliers.

Knowledge, Skills, and Abilities:

• Working knowledge of ISO 9001 / Quality Management System requirements / Document control.
• Proficiency with electronic document control systems (e.g., SharePoint or similar EDMS).
• Strong organizational and analytical skills; ability to work effectively with cross-functional and multi-site/global teams.
• Strong attention to detail and document accuracy; comfortable enforcing process discipline with stakeholders at all levels.
• Effective written and verbal communication across cultures, functions, and seniority levels.
• Strong organizational and follow-up skills to manage a recurring cycle of reviews, approvals, and audits.

Other:

• English and Spanish proficiency (written and verbal)