What are the responsibilities and job description for the QMS and Document Control Specialist - HOLT Manufacturing position at HOLT Manufacturing?
Description
The QMS & Document Control Specialist is responsible for maintaining, improving, and controlling the organization’s Quality Management System (QMS) and all controlled documentation. This role ensures compliance with applicable standards, regulatory requirements, and internal procedures by managing document lifecycle activities, supporting audits, and promoting consistent quality practices across the organization.
The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.
Essential Functions
- Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission
- Authors/facilitates, revises, and controls SOPs, ECNs, Work Instructions, job aids, forms, and quality records in alignment with ISO 9001 and internal QMS requirements
- Owns the full document control workflow, including numbering, revision control, approvals, obsolescence, distribution, and accessibility
- Owns the Engineering Change Notice process, facilitates the implementation of the ECN working with all Operational and Support teams to ensure a smooth transition of engineering changes
- Ensures all controlled documents reflect the current approved process and are maintained in an audit ready state
- Collaborates with management and the Quality department to maintain a compliant and continually improving QMS documentation structure
- Leads preparation activities for internal and external ISO 9001 audits, ensuring documentation accuracy, completeness, and conformance to QMS standards
- Supports and participates in internal audits, including scheduling, planning, execution, documentation review, evidence collection, and follow up verification
- Coordinates with the Quality Manager to support external ISO 9001 audits, including certification, surveillance, and supplier and customer audits
- Partners with process owners to correct documentation gaps identified during audits, ensuring timely implementation of corrective and preventive actions
- Maintains the internal audit system by tracking findings, managing corrective actions, and confirming closure and effectiveness
- Works safely at all time and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
- Requires regular and punctual employee attendance
- Performs other duties as assigned
Knowledge, Skills, and Abilities
- Strong understanding of ISO 9001:2015 audit requirements, audit process flows, and preparation best practices.
- Experience performing or supporting internal audits and responding to findings from external regulatory or customer audits.
- Ability to guide departments in preparing documentation and objective evidence for both internal and external audits.
- Document control and data management
- Process discipline and compliance mindset
- Problem-solving and analytical thinking
- Cross-functional collaboration
- Continuous improvement orientation
- Proficiency in Microsoft Office and document management software
Requirements
Education and Experience:
- Associate’s or Bachelor’s degree in Quality, Engineering, Manufacturing, Business, or a related field (or equivalent experience)
- 2–5 years of experience in Quality Systems, Document Control, or a regulated manufacturing environment required
- Working knowledge of QMS standards (ISO, IATF, FDA, or similar)
- Experience with document control systems or electronic QMS tools
- Strong attention to detail and organizational skills
- Ability to manage multiple priorities and deadlines
- Strong written and verbal communication skills
Supervisory Responsibilities:
- None
Travel:
- Up to 25%
- Valid driver’s license required
Physical Requirements:
- Reasonable accommodations may be made to enable individuals with disabilities to perform job duties and responsibilities
- This position involves extended periods in a stationary position.
- This role frequently communicates with others, must be able to exchange accurate information in these situations.
- Constant movement and use of limbs; this position requires good manual dexterity, coordination, and stamina.
- Routinely reacts to visual, auditory, and other signals, including alarms and instructions, and is required to visually inspect work.
- Occasionally moves materials or equipment weighing up to 20 lbs.
Work Environment:
- This job is generally performed in a professional office environment, in environmentally controlled conditions
- Frequently works at a fast pace with unscheduled interruptions
Disclaimer:
Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.
About HOLT Manufacturing
Benefits:
Maternity & Paternity Leave, Health Insurance, 401K Plan