Document Control Specialist

Job Summary:

This is a cross-functional role responsible for managing document control in line with ISO 17025:2017 and NABL requirements, supporting implementation and continual improvement of the Quality Management System (QMS), and providing administrative and HR support. The role ensures regulatory compliance, document traceability, personnel record management, and seamless internal communication across departments.

Key Responsibilities:

A. Document Control Responsibilities

• Maintain the Master List of Controlled Documents as per ISO 17025:2017.
• Manage issuing, revision, archiving, and withdrawal of documents in both physical and ERP formats.
• Ensure version control and timely updates to SOPs, Quality Manuals, Work Instructions, and Test Methods.
• Coordinate interdepartmental approvals and record training on document revisions.
• Track and file calibration certificates, validation records, audit reports, and uncertainty data sheets.
• Support technical team by maintaining all method validation and traceability records.

B. ISO 17025/NABL Implementation Responsibilities

• Assist in implementation and upkeep of ISO 17025:2017 Quality System requirements.
• Coordinate internal audits, manage non-conformity records, and track corrective/preventive actions.
• Help conduct Management Review Meetings and monitor quality objectives.
• Liaise with NABL assessors during surveillance or renewal assessments.
• Facilitate staff training programs on ISO standards and QMS awareness.

C. Administrative Responsibilities

• Maintain office records, vendor agreements, licenses, and general administration registers.
• Coordinate procurement requests with the purchase and inventory teams.
• Ensure proper upkeep of office utilities, documentation stations, and visitor logs.
• Schedule meetings, manage calendars, and circulate internal communication.

D. HR Support Responsibilities

• Maintain and update employee files, leave records, and appraisal trackers.
• Track attendance using TRUFIL_HRMS and support payroll coordination.
• Coordinate recruitment documentation and onboarding formalities.
• Manage statutory compliance documentation (ESI, PF, ID proofs, policies acknowledgment).
• Organize employee trainings, ID cards, and internal welfare communications.

E. ERP & Digital System Handling

• Work on TRUFIL_HRMS, ERP modules for Quality, Admin, HR.
• Ensure all documents and forms are digitally stored and traceable.
• Generate reports for document expiry, audit compliance, and HR metrics

Required Skills & Competencies:

• Document Management Tools: MS Office, ERP Systems, Excel-based trackers
• QMS & ISO Skills: Working knowledge of ISO 17025:2017, NABL documentation
• HRMS Handling: Basic HRMS usage for attendance, leave, and payroll support
• Soft Skills: Organized, detail-oriented, confidential handling, interpersonal communication
• Language Skills: English and Hindi proficiency (Marathi is a plus)

Job Type: Full-time

Pay: ₹15,000.00 - ₹18,000.00 per month

Schedule:

• Day shift

Work Location: In person