Sr.Director of Documentation & Configuration Control

Position Overview

As the Sr.Director of Documentation & Configuration Control, you will establish and own the systems, processes, and standards required to maintain accurate product configuration and technical documentation across our China operations.

You will manage drawings, BOMs, revisions, supplier submissions, test records, certificates, manuals, serial-number records, and as-built documentation.

A key part of the role is ensuring that supplier documentation and physical builds are consistent with the approved company design and that the US team receives a complete, usable technical package before equipment is shipped and handed over.

This is not simply a document-control role. You will be responsible for configuration integrity and technical record ownership across the product lifecycle.

Key Responsibilities

1. Product & Configuration Record Ownership

• Own the controlled product and equipment record for the company's products and projects.
• Establish and maintain authoritative document indexes for critical products and active builds.
• Ensure every equipment unit can be traced to its approved configuration.
• Maintain accurate records of product changes, revisions, approvals, and as-built configurations.
• Establish clear ownership for technical records across China and US teams.
• Ensure technical records remain usable and retrievable despite personnel turnover or supplier changes.

2. Document Control & Revision Management

• Maintain and control:
• Engineering drawings
• BOMs
• Drawing revisions
• Datasheets
• Technical specifications
• Manuals
• Certificates
• Factory Acceptance Test (FAT) reports
• Test reports
• Serial-number records
• As-built documentation
• Establish document submission, review, approval, access, revision, and retention requirements.
• Ensure only current and approved documentation is available for production and field use.
• Prevent superseded, obsolete, or uncontrolled documents from entering production or field operations.
• Establish clear document status and revision conventions.
• Maintain reliable document access and audit trails.

3. Supplier Documentation Management

• Establish clear requirements for supplier technical-document submissions.
• Review supplier documentation for completeness, consistency, and alignment with the approved company configuration.
• Reconcile supplier drawings, BOMs, test records, certificates, and other documentation against released designs.
• Identify missing, conflicting, or outdated supplier records.
• Challenge incomplete or inconsistent supplier submissions and drive timely resolution.
• Maintain visibility into supplier documentation status and outstanding actions.
• Ensure required source files and technical records are transferred and retained appropriately.

4. Configuration Control

• Establish and maintain configuration-control processes across the product lifecycle.
• Reconcile the released design, supplier documentation, and physical configuration.
• Identify unauthorized or undocumented changes.
• Control technical record status and access.
• Ensure engineering changes are appropriately reflected in controlled documentation.
• Prevent undocumented supplier changes from becoming part of the accepted product configuration.
• Maintain traceability between equipment serial numbers, approved configurations, test evidence, certificates, and changes.

5. Production & Shipment Documentation Readiness

• Establish documentation readiness requirements for production and shipment gates.
• Confirm that required technical records are complete before shipment and handoff.
• Coordinate with Production, Quality, Engineering, and Logistics to resolve documentation gaps.
• Ensure required documentation is available before equipment leaves the factory.
• Coordinate delivery of:
• Source files
• Passwords
• Equipment labels
• Spare-parts information
• Maintenance instructions
• Certificates
• Test records
• Manuals
• As-built documentation
• Identify documentation gaps that could threaten production, shipment, commissioning, or field support.

6. US Handoff & Field Support

• Build complete and usable technical packages for US project-delivery teams.
• Ensure commissioning, operations, maintenance, warranty, and field-support teams receive the documentation they need.
• Make technical records easy for China and US teams to locate and use.
• Establish standardized handoff packages and documentation checklists.
• Ensure the US team can understand what was actually built without relying on individual knowledge or undocumented information.
• Support field teams in retrieving authoritative technical records when questions arise.

7. Documentation Systems & Process Development

• Develop and implement scalable document-control and configuration-management processes.
• Establish standards for:
• Document naming
• Revision control
• Document status
• Approval workflows
• Access permissions
• Retention
• Record ownership
• Audit trails
• Establish systems that can scale as the company adds products, suppliers, factories, and projects.
• Improve document retrieval speed and usability.
• Build processes that remain effective through personnel turnover and supplier changes.

Qualifications

• 5-10 years of experience in configuration management, document control, engineering documentation, technical data management, or a related function.
• Experience managing documentation for complex industrial products, equipment, or engineered systems.
• Experience working directly with Engineering and manufacturing/supplier organizations.
• Demonstrated experience establishing or improving document-control and configuration-management processes.
• Strong attention to detail and ability to identify inconsistencies across multiple technical records.
• Strong ability to challenge incomplete, inconsistent, or uncontrolled documentation.
• Experience managing technical records throughout a product or project lifecycle.
• Strong organizational and systems-thinking skills.
• Strong English and Mandarin communication skills.
• Experience working with China-based suppliers and US-based engineering, project, or field teams preferred.