Position Purpose:
We seek a detail-oriented and tech-savvy Document Control Coordinator to join our Gum Springs team. The ideal candidate will streamline document control processes, enhance information management, and support digital innovation initiatives within our Veolia Hazardous Waste site.
The Document Control Coordinator is responsible for supporting and enhancing the site’s day-to-day document
control processes specific to Gum Springs’ documents including mandatory Policy statements, Standard
Operational Procedures (SOPs), Step-by-Step Work Instructions, and objective proof of quality known as Records. This role ensures the timely and accurate distribution of information across the site’s departments, manages the documentation lifecycle, and implements robust procedures for maintaining transparent, current, and traceable records.
The coordinator will play a crucial role in supporting the Gum Springs Hazardous Waste site by leveraging
technical expertise to optimize document management systems, facilitate seamless information access, and drive digital transformation throughout the site. Through these efforts, the position contributes significantly to site
success and organizational efficiency in our dynamic, fast-paced environment.
Primary Duties/Responsibilities:
Document Control:
- Implement and maintain document management methodologies and best practices, including document control procedures specific to Gum Springs.
- Manage and organize documentation using AODocs and other document control software.
- Manage and organize other documents such as Process Flow Diagrams (PFDs), Process & Instrumentation Diagrams (P&IDs), and Contracts as needed.
- Maintain classification systems for efficient document retrieval and organization.
- Refine or develop new classification system as needed.
- Control the flow of documents within the site organization ensuring that changes and periodic reviews are completed and approved in a timely manner.
- Maintain accurate records of document receipt, issue, changes, and distribution, ensuring timely responses when required.
- Update and maintain document management systems, including both digital and physical records.
- Ensure all documentation meets formal requirements and required standards.
Training & Process Development:
- Develop AODocs training program and train project teams and third-party users as needed.
- Support departmental teams in adopting document control best practices.
- Collaborate with departmental teams to identify areas for digital innovation and process improvement.
Data Analysis & Reporting
- Conduct data analysis to assess and improve the document control process and reporting.
- Create and maintain dashboards and reports using Google Workplace tools and AppSheets.
- Generate compliance and audit reports as required.
Compliance & Quality Assurance
- Conduct regular document reviews and audits to ensure compliance and accuracy.
- Maintain confidentiality around sensitive information and ensure secure destruction of sensitive documents when necessary.
- Ensure documentation meets regulatory and company compliance requirements.
- Support audit readiness and documentation reviews.
Stakeholder Support & Coordination
- Support the site in special projects requiring document control within the hazardous waste site.
- Coordinate document distribution and updates across the site’s departments and teams.
- Facilitate seamless information access for authorized personnel.
- Other duties as assigned.
Work Environment:
- Spends most of time in an office environment. Occasional visits to plant areas.
- Limited travel across the U.S. and Canada