Document Control Specialist

Department: Operations

Hiring Manager: Construction Manager

Reports to: Construction Manager; dotted line to Operations Director and Engineering Manager

FLSA Status: Exempt

Working Status: Full Time

JOB SUMMARY

The Document Control Specialist is responsible for managing, maintaining, and distributing controlled documents throughout the plant to ensure compliance with regulatory, quality, safety, and operational requirements. This role also provides critical support to Process Safety Management (PSM), engineering projects, training systems, construction, and overall site administrative workflows.

Requirements:

JOB RESPONSIBILITIES:

Document Control & Records Management

• Build a document control system, starting with the construction phase of the plant building process, then transition to site support.
• Maintain and manage all controlled documents, including SOPs, policies, forms, drawings, manuals, and quality records.
• Ensure proper document numbering, revision control, approval workflows, and distribution.
• Maintain both electronic and physical archives, including retention, indexing, and document retrieval.
• Ensure obsolete or superseded documents are removed from circulation.

Compliance & Regulatory Support

• Support compliance with OSHA, EPA, ISO, PSM, and RMP requirements by maintaining accurate documentation and records.
• Prepare audit materials, assist during regulatory inspections, and maintain compliance-related logs.
• Ensure required documentation is available and up to date for internal and external audits.

Process Safety Management (PSM) Support

• Maintain documentation for MOCs, PSSRs, PHAs, incident investigations, and audits.
• Track MOC closeout deadlines and ensure the collection of required supporting files.
• Organize and support PSM program reviews and compliance verifications.

Training & Certification Tracking

• Maintain training matrices and update employee training records.
• Notify supervisors of upcoming training expirations or required certifications.
• Support training events, including attendance records, sign-in sheets, and documentation packages.

Project & Engineering Support

• Manage as-built drawings, equipment data sheets, vendor manuals, and engineering project record books.
• Support engineering teams with transmittals, RFIs, contractor documentation, and revision control.
• Ensure accurate storage and easy retrieval of technical documents.

Quality Management Support

• Maintain quality-related documents such as SOPs, test methods, batch records, and specifications.
• Assist with internal and external quality audits and CAPA documentation.
• Coordinate updates to quality system documents.

Administrative & Operations Support

• Support operations, maintenance, engineering, and EHS with templates, logs, and controlled forms.
• Manage shared folders or document management systems (e.g., SAP, SharePoint, and others).
• Assist with meeting coordination—agenda preparation, action item tracking, and meeting minutes.

KEY SKILLS & COMPETENCIES:

• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, Access, Adobe Acrobat) and specialized document management software.
• Regulatory Knowledge: Expertise in relevant quality systems and regulatory requirements (e.g., OSHA, EPA, and LDEQ).
• Analytical & Problem-Solving Skills: Ability to analyze complex data, identify issues, and develop effective solutions to improve processes.
• Organizational Skills: Exceptional attention to detail, meticulous organization, and the ability to manage multiple tasks under pressure.
• Communication Skills: Strong written and verbal communication skills for collaborating with cross-functional teams and external stakeholders.

BASIC QUALIFICATIONS:

• High school diploma required; associate or bachelor's degree preferred.
• 5-10 years of document control experience in a chemical, manufacturing, or industrial environment.
• Knowledge of PSM, ISO standards, or quality systems preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Proficiency in Microsoft Office and document management systems (DMS).
• Strong communication skills and ability to work across departments.

WORKING CONDITIONS:

• Office-based role within an industrial chemical plant environment.
• May require occasional trips into plant areas for audit support or document collection.
• Standard Monday–Friday schedule with occasional overtime for audits or project deadlines.

Equal Opportunity Employer Statement: UBE is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, age, status as a protected veteran, or status as a qualified individual with a disability.