Document Control Supervisor

Trust Automation

Trust Automation has over 30 years of experience in custom motors, linear drives, digital drives, and systems which meet the unique needs of its customers. Its product line includes motors, linear drives, digital drives, custom assemblies, and products to fit unique applications and ground-up system design and manufacturing solutions.  We design, build and support control and power management systems for the most demanding defense, semiconductor, industrial automation, and medical applications.

Trust Automation is an equal opportunity employer and committed to attracting, hiring, developing, and retaining a skilled, productive, and diverse workforce, personnel with competencies and experience related to the regional and State population.  Every employee has an “at-will” relationship with Trust Automation.  This means that employment with Trust Automation is at the mutual consent of the employer and the employee and is subject to termination by either party at will, with or without cause or advance notice.

Job Summary

The Document Control Supervisor is responsible for overseeing the document control function within the organization, ensuring compliance with company, regulatory and industry standards. This role involves developing and implementing document control procedures, supervising the document control team, and ensuring the accuracy, integrity, and security of all documents.

A supervisory role responsible for overseeing a team of document control staff, ensuring efficient document management processes, and maintaining high standards of document accuracy and compliance.

Duties and Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities, who are otherwise qualified, to perform the essential functions.

Strategic Management:

• Develop and present reports on document control activities and performance including key performance indicators (KPIs) related to document control.
• Provide feedback to the Configuration Manager on document control issues and improvements.

Team Supervision:

• Supervise, coordinate, and manage the daily activities of the document control team to meet departmental and organizational goals.
• Provide training, guidance, and one-on-one support to document control staff, including mentoring and development of junior staff.
• Monitor performance, conduct performance reviews and provide feedback to team members.
• Identify skill gaps and recommend additional training or resources to address these gaps.

Document Management:

• Develop, update, implement, and maintain document control systems and procedures.
• Manage document control workflows and processes, identifying opportunities for improvement.
• Implement process improvements to increase efficiency and accuracy.
• Create how-tos, diagrams, charts, and other visual aids to enhance understanding of document control processes.

Configuration Management & Change Control:

• Coordinate with other teams to manage the impact of changes and communicate the effects of changes to documented information.
• Monitor process changes and propose solutions that maintain good documentation practices and align with document control systems.
• Ensure accurate documented information data in the ERP.

Regulatory Compliance:

• Ensure all documents and document control processes comply with the Quality Management System, AS9100/ISO 9001 standards and other relevant requirements.
• Stay updated on industry regulations and standards related to document control.
• Prepare documentation for audits and inspections and represent the document control function during these processes.

Quality Assurance:

• Conduct audits to ensure document integrity, accuracy, and compliance.
• Implement corrective actions for document discrepancies and oversee continuous improvement initiatives in a timely manner.

Collaboration and Communication:

• Act as the liaison for document control, working closely with other departments to gather, review, and maintain documents and ensure processes meet organizational needs.
• Serve as the main point of contact to address high-level document-related inquiries and issues from other teams.
• Facilitate cross-functional communication and collaboration on document-related issues.

Training and Support

• Implement training programs, materials, and training sessions on document control processes, platforms, systems, and compliance requirements.
• Educate employees on the importance of compliance with document control procedures in the context of meeting Quality Management System, AS9100/ISO 9001 standards and other relevant requirements.
• Work closely with the IT department to ensure that document control systems are functioning correctly and efficiently.

Position Requirements

• Bachelor's degree (Degree in Business Administration or similar major is preferred.) 2+ years of supervising personnel or projects experience preferred.
• Minimum of 5 years of experience in document control or records management, with at least 2 years in a supervisory role.
• Experience with product configuration management.
• Advanced knowledge of document control systems, industry standards and regulatory requirements.
• Experience with leading and supervising a document control team.
• Experience with electronic document management systems (EDMS).
• Strong leadership and team management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, Adobe Suite, and other document control software.
• Experience with task management software such as Jira.
• Strong attention to detail and organizational skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence, and procedure manuals.
• Experience in compiling data to support metrics reporting and analyzing current processes.
• Ability to participate in and facilitate group meetings. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Understanding of QMS regulations and ISO 9001 / AS9100 requirements.
• This position may be asked to drive for company purposes during the course of employment. If asked and agreed upon, employees must possess a valid California Driver’s License and clean driving record.
• May participate in the identity verification process to access secure client or government portals by authorizing certified supplier or customer management platforms to obtain information from your personal credit profile or other information, solely to verify your identity. 

Physical Requirements

• Hearing and speaking to exchange information in person, on the telephone or virtually.
• Dexterity of hands, fingers, and wrist to operate a computer keyboard, calculator or assemble/manufacture intricate items.
• Seeing to read a variety of materials.
• Sitting or standing for extended period of time
• Physical agility to lift 20 pounds to shoulder height.
• Physical agility to lift, carry, push, or pull objects.

Pay/Salary Information

Pay scale for this position - $88,524.80- $105,000.00 annually