Team Member - Document Controller

Job Description: Quality – Document Controller Department: Quality Assurance Location: Control Panel Manufacturing Unit (Wind Turbine Generator Manufacturing) Reports To: Head – Quality / Quality Systems Manager Job Purpose To establish, maintain, control, and ensure compliance of all quality management system documents, records, drawings, work instructions, specifications, and external documents used in the Wind Turbine Generator (WTG) Control Panel Manufacturing Unit. The role is responsible for ensuring document accuracy, revision control, traceability, accessibility, and compliance with ISO and customer requirements. Key Responsibilities Document Control Management Control the issuance, distribution, revision, retrieval, and archival of all quality and operational documents. Maintain the Master List of Documents, Formats, Records, and External Documents. Ensure only the latest approved versions of documents are available at points of use. Prevent unintended use of obsolete documents through proper withdrawal and archival. Quality Management System Documentation Maintain Quality Manual, Procedures, SOPs, Work Instructions, Process Maps, and Quality Plans. Ensure documentation complies with ISO 9001, customer requirements, and organizational standards. Coordinate periodic review and revision of controlled documents. Monitor document approval workflow and obtain required approvals from concerned departments. Drawing & Engineering Document Control Control revision status of electrical schematics, GA drawings, wiring diagrams, BOMs, and manufacturing documents. Coordinate with Manufacturing Engineering, Design, and Production teams for document updates. Ensure proper dissemination of revised engineering documents to all concerned users. Maintain traceability of document revisions. Records Management Maintain quality records including inspection reports, NCRs, CAPA records, audit reports, calibration records, supplier quality records, and training records. Ensure retention, storage, protection, retrieval, and disposal of records as per retention policies. Manage digital and physical document archives. Audit & Compliance Support Support internal, external, customer, and certification audits by providing required documentation and records. Ensure all quality records are readily available and traceable during audits. Track audit findings related to document control and ensure timely closure. Support compliance with ISO 9001, ISO 14001, and ISO 45001 documentation requirements. Change Management Control document changes through established revision and approval processes. Maintain revision history and change records. Ensure changes are effectively communicated to affected departments. Monitor implementation of revised procedures and work instructions. ERP / Electronic Document Management Maintain document records within ERP, DMS, SharePoint, or other document management systems. Ensure electronic records are updated and secured. Monitor document access permissions and confidentiality requirements. Generate reports related to document status, revisions, and overdue reviews. Continuous Improvement Improve document control processes for better accessibility and efficiency. Reduce document-related non-conformities and audit observations. Promote paperless documentation and digital record management initiatives. Participate in Kaizen, Lean, and Quality Improvement projects. Key Performance Indicators (KPIs) Document Revision Accuracy Document Retrieval Time Number of Document Control Audit Findings Timely Closure of Document Revisions Compliance with Document Review Schedule Record Availability During Audits Percentage of Controlled Documents Updated on Time Document Distribution Accuracy External and Customer Audit Performance Position-Specific Requirements Bachelor's Degree / Diploma in Engineering, Quality Management, Business Administration, or related discipline. 3-8 years of experience in Quality Documentation, Document Control, or Quality Systems within manufacturing industries. Experience in handling ISO 9001 documentation requirements. Exposure to control panel, electrical equipment, electronics, or industrial manufacturing environments preferred. Proficiency in Microsoft Office, ERP systems, and document management software. Strong understanding of document lifecycle management and revision control. Position-Specific Skills Document Control & Revision Management ISO 9001 Documentation Records Management Engineering Drawing Control Change Management Audit Documentation Support Quality Management Systems (QMS) Electronic Document Management Systems (DMS) Microsoft Excel, Word & SharePoint ERP/SAP Documentation Control Data Accuracy & Record Traceability Internal Audit Support Communication & Coordination Skills Organization & Attention to Detail Authority Release controlled documents after approval. Withdraw obsolete documents from points of use. Maintain and update master document registers. Escalate document compliance issues to management. Restrict unauthorized use of uncontrolled documents. Key Interfaces Quality Assurance Manufacturing Engineering Production Procurement Stores Planning Supplier Quality Human Resources EHS Department Internal & External Auditors