What does a document control assistant do?
Document control assistants are responsible for maintaining and organizing the company's records process. Their duties include directing, tracking, and supplying a variety of hard copy and electronic documents as well as recording them through a file and folder naming composition. Also, they maintain confinement for all ongoing and existing documentation as well as logging in and registering existing documents. Additionally, they monitor documents, provide a consistent report on their condition, and make certain staff takes correct measures on unresolved records and documents.
Document control assistant responsibilities
Here are examples of responsibilities from real document control assistant resumes:
- Control and manage ISO documentation.
- Manage quality of care improvement initiatives for patients and other mandate hospital standards through surveys and information sessions.
- Audit and track FDA & customer regulate documentation for inconsistencies in order to maintain QS and ISO certifications.
- Arrange business and personal travel plans and travel logistics.
- Place PDF files into emails and then move files to the server.
- Maintain necessary training documentation to ensure all departments comply and are traceable via FDA standards.
- Maintain project records including document register, transmittal log, field directive and RFI logs.
- Receive & collect the QC plans / certifications & procedures issue by TTIL & subcontractors.
- Maintain filing systems of facility documentations, paint certifications, invoices, packing list and confidential documents.
- Maintain the various logs and used SharePoint and the various databases to submit, share and track documents.
- Scan and convert documentation to PDF files along with generating copies for all corresponding disciplines while making distribution.
- Administrate the project's SharePoint site, making changes to existing sites and libraries or adding new ones as needed.
- Fill out and submit overhead and billable PO's and calculate and enter offshore employees time and submit to payroll.
- Act as a liaison for expediting the review and approval of PAI documents that are required prior to the FDA inspection.
- Process all payroll documentation and enter into system.
Document control assistant skills and personality traits
We calculated that 17% of Document Control Assistants are proficient in Data Entry, Engineering Drawings, and Access Database. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.
We break down the percentage of Document Control Assistants that have these skills listed on their resume here:
- Data Entry, 17%
Performed routine data entry and scanned information into Fulton County Government computer systems.
- Engineering Drawings, 14%
Achieved seamless project completion within immediate access to 11 engineering drawings stations across project site, continuously updating controlled drawings.
- Access Database, 8%
Verify that all documents are accounted for on an Access database.
- Office Equipment, 6%
Updated and distributed production books *Controlled and filed government contracts and customer purchase orders *Operated a computer and other office equipment
- Word Processing, 5%
Handled word processing of work and operating instructions and ancillary documents, ensuring accurate and timely entry and documentation.
- SharePoint, 5%
Utilized various methods to transmit Engineering and incoming/outgoing Vendor Documentation via WebTop, FTP, and SharePoint and E-Room sites.
Common skills that a document control assistant uses to do their job include "data entry," "engineering drawings," and "access database." You can find details on the most important document control assistant responsibilities below.
Interpersonal skills. One of the key soft skills for a document control assistant to have is interpersonal skills. You can see how this relates to what document control assistants do because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, a document control assistant resume shows how document control assistants use interpersonal skills: "excel, outlook, word, adobe acrobat, other epc data base strong interpersonal skills supports technical projects and departments"
Writing skills. Another soft skill that's essential for fulfilling document control assistant duties is writing skills. The role rewards competence in this skill because "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." According to a document control assistant resume, here's how document control assistants can utilize writing skills in their job responsibilities: "trained new internal auditors after certifications were received on auditing processes/report writing. "
Organizational skills. Another skill that relates to the job responsibilities of document control assistants is organizational skills. This skill is critical to many everyday document control assistant duties, as "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." This example from a resume shows how this skill is used: "prepared meeting minutes and edited memorandums for organizational support. "
The three companies that hire the most document control assistants are:
- Lockheed Martin2 document control assistants jobs
- 1st Source Bank1 document control assistants jobs
- CEL-SCI1 document control assistants jobs
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Compare different document control assistants
Document control assistant vs. Assistant secretary
An assistant secretary is responsible for performing administrative and clerical duties to support the daily operations of various departments and management personnel and ensure the efficiency of business functions. Assistant secretaries usually assist in business communications, responding to customers' inquiries and concerns, reaching out to existing clients to schedule appointments, welcoming guests on the office, and routing calls to the appropriate department. They also handle data entry procedures, updating customer information on the database, as well as creating reports on business and financial transactions.
While similarities exist, there are also some differences between document control assistants and assistant secretary. For instance, document control assistant responsibilities require skills such as "data entry," "engineering drawings," "access database," and "sharepoint." Whereas a assistant secretary is skilled in "payroll," "scheduling appointments," "financial statements," and "direct calls." This is part of what separates the two careers.
The education levels that assistant secretaries earn slightly differ from document control assistants. In particular, assistant secretaries are 3.7% more likely to graduate with a Master's Degree than a document control assistant. Additionally, they're 2.2% more likely to earn a Doctoral Degree.Document control assistant vs. Assistant operator
The duties of an assistant operator depend on one's industry of employment or the kind of machine that they are operating. Typically, their tasks may revolve around coordinating with operators and other staff, handling and managing documents, understanding blueprints, and adhering to the directives of operators and supervisors. Furthermore, as an assistant operator, it is essential to perform support tasks, such as preparing tools and conducting regular maintenance checks to ensure the efficiency of machines and maintain a safe work environment.
Each career also uses different skills, according to real document control assistant resumes. While document control assistant responsibilities can utilize skills like "data entry," "engineering drawings," "access database," and "office equipment," assistant operators use skills like "customer service," "ladders," "safety procedures," and "cash control."
Assistant operators may earn a higher salary than document control assistants, but assistant operators earn the most pay in the energy industry with an average salary of $43,976. On the other hand, document control assistants receive higher pay in the technology industry, where they earn an average salary of $39,543.Average education levels between the two professions vary. Assistant operators tend to reach similar levels of education than document control assistants. In fact, they're 0.5% less likely to graduate with a Master's Degree and 2.2% more likely to earn a Doctoral Degree.Document control assistant vs. Control clerk
Being a control clerk involves a variety of administrative and clerical tasks, including the maintenance of business files, answering phone calls, and running errands. A control clerk's responsibility includes coordination and assistance of project team members to resolve data issues and protocols. Since the job is to keep business efficiency by overseeing the safety and quality of work, a control clerk should have attention to detail, good verbal and written communication skills, and the ability to work individually and to concentrate for long periods.
Some important key differences between the two careers include a few of the skills necessary to fulfill the responsibilities of each. Some examples from document control assistant resumes include skills like "gmp," "meeting minutes," "data books," and "internal audit," whereas a control clerk is more likely to list skills in "hard copy," "inventory control," "payroll," and "customer orders. "
Control clerks make a very good living in the government industry with an average annual salary of $35,154. On the other hand, document control assistants are paid the highest salary in the technology industry, with average annual pay of $39,543.Most control clerks achieve a similar degree level compared to document control assistants. For example, they're 1.5% less likely to graduate with a Master's Degree, and 0.0% less likely to earn a Doctoral Degree.Document control assistant vs. Trading assistant
A trading assistant is primarily in charge of performing support tasks for traders and participate in securing sales for a company. Their responsibilities typically revolve around liaising with clients through calls and correspondence to offer products and services, discussing specifications, negotiating billing plans, and processing payments. They must also assist traders by performing market research and analysis, preparing and processing documentation, arranging meetings and appointments, running errands, and resolving issues and concerns in adherence to the company's policies and regulations.
Even though a few skill sets overlap between document control assistants and trading assistants, there are some differences that are important to note. For one, a document control assistant might have more use for skills like "data entry," "engineering drawings," "access database," and "office equipment." Meanwhile, some responsibilities of trading assistants require skills like "trade shows," "p/l," "securities," and "portfolio. "
In general, trading assistants earn the most working in the finance industry, with an average salary of $110,070. The highest-paying industry for a document control assistant is the technology industry.In general, trading assistants hold similar degree levels compared to document control assistants. Trading assistants are 3.3% more likely to earn their Master's Degree and 0.4% more likely to graduate with a Doctoral Degree.Types of document control assistant
Updated January 8, 2025
