Document Control Specialist

The Document Control Specialist is responsible for the accuracy, control, revision management, and availability of all controlled documents and quality records within the organization. This role ensures that the Quality Management System (QMS) remains current, auditable, and consistently followed across all departments.

This position is a control function
, not administrative support. The Document Control Specialist safeguards document integrity, prevents unauthorized changes, and ensures final documentation packages are complete, accurate, and audit-ready.

• Maintain master control of all controlled documents including:
• Procedures
• Work instructions
• Forms and templates
• Quality records
• Enforce revision control and approval workflows
• Ensure obsolete documents are promptly removed from use
• Control document access and distribution
• Prevent unauthorized document creation or modification

• Assemble, review, and verify final documentation packages prior to shipment
• Ensure correct document revisions are used
• Verify inclusion of all required customer and regulatory documents
• Coordinate final documentation approval with QA Manager and Director
• Maintain records of approved documentation packages

• Maintain audit-ready document and record systems at all times
• Support customer, internal, and third-party audits
• Retrieve documentation and records efficiently during audits
• Track document-related audit findings and corrective actions
• Ensure corrective actions are reflected in controlled documents

• Ensure training records align to current document revisions
• Track training completion and retraining due to revisions
• Identify and elevate gaps in training compliance
• Support QA Manager in training system audits

• Ensure documents referenced in ERP and QMS systems are current and correct
• Prevent use of “shadow documents” outside the controlled system
• Partner with QA and to maintain system integrity
• Support continuous improvement of document workflows

• Work closely with:
• QA and Quality Engineering
• Manufacturing and Planning
• Shipping & Receiving
• Inventory Control
• Enforce document discipline without compromising collaboration

The Document Control Specialist is accountable for:

• Final Documentation Accuracy (% first-pass approval)
• Document-Related Audit Findings (target: zero)
  On-Time Documentation Package Completion

• Authorized to stop release of documentation packages that are incomplete or incorrect
• Authorized to remove obsolete or unauthorized documents from use
• Escalates compliance risks to QA Manager and Director immediately
• Serves as the system owner for document integrity

Required:

• 3+ years of experience in document control, quality, or regulated manufacturing environments
• Strong understanding of revision control and document management principles
• Experience supporting audits
• High attention to detail and organizational discipline
• Proficiency with ERP, QMS, or document management systems

Preferred:

• Experience in aerospace, defense, or regulated manufacturing
• Familiarity with AS/ISO quality standards
• Experience with digital QMS platforms
• Operates with accuracy, consistency, and discipline
• Maintains independence and objectivity
• Communicates clearly and professionally during audits
• Escalates issues early rather than correcting late
• Upholds confidentiality and data integrity

• Auditors find documents current, complete, and controlled
• Documentation packages pass final review without rework
• Employees consistently reference the correct document revisions
• Training records align with document changes
• Document control is trusted and respected across the organization

Coastal Machine & Supply is a fully digital precision manufacturing company serving customers in aerospace, defense, space, and energy. We are a family-oriented organization with a strong culture of accountability, partnership, and execution—focused on building long-term careers, not just filling roles.