Document Control Associate Jobs in Guelph, ON (NOW HIRING)

Company Summary:

At Young Innovations, we foster a dynamic environment where team members make an impact every day as part of a collaborative, inclusive culture. Together, we serve the dental profession and their patients, united in our mission of achieving a Lifetime of Oral Health

We embrace diverse perspectives and encourage bold thinking, challenging traditional approaches with a bias for action. Whether you're looking to expand your skills or grow your career, Young is here to support your goals and continuous learning. At Young, YOU are at the core of what we do.

Position Overview:

Germiphene, a Young Innovations company, is looking for a detail-driven Quality Assurance Document Coordinator to be the backbone of our controlled document system. You'll keep our QT9 quality system organized and audit-ready, managing document control, tracking Quality deliverable timelines across investigations and change controls, and running our training program in a regulated dental pharmaceutical manufacturing environment.

Purpose of the role: to ensure Germiphene's controlled documents, training records, and Quality deliverable timelines are accurate, current, and inspection-ready at all times, you are the enamel that protects the Quality Management System from cracks and keeps it running on schedule.

You'll like this role if:

• You're the person who notices when something's about to be overdue before anyone asks.
• You like structure, systems, and keeping things organized more than you like ambiguity.
• You want a role with real ownership of a system, without managing people.
• You're comfortable juggling multiple trackers, deadlines, and stakeholders at once.

Why You'll Love Working Here:

• Medium sized company, not too big, not too small, just enough to get things done and see your impact.
• Did we say benefits? Health, dental, and vision coverage; group RRSP; parental leave; statutory holidays; paid time off; short- and long-term disability insurance; employee assistance program; and more.
• You'll own a visible, essential piece of our Quality system, your work is what keeps audits and inspections running smoothly.

Who you'll work with:

Reports to the Quality Assurance Supervisor. Works closely across the whole Quality team, the Quality Assurance Supervisor, Quality Assurance Associates, Quality Control Supervisor, Microbiology Supervisor, and Quality Engineering Specialist, as the shared document-control and deliverable-tracking point of contact for all of them.

What You'll Do:

Document Control

• Maintain the Master Document List, completed records, and document archives.
• Manage QT9 document control, review, and approval.
• Track and log finished product, raw material, component, and label releases.
• Assist in document revision creation.
• Track periodic document review due dates and flag documents coming due for review.
• Pull and retire obsolete document versions when a revision supersedes them.
• Verify that completed deliverables, including documents issued through change control, have been executed and closed appropriately against their requirements before records are finalized.

Deliverable & Timeline Tracking

• Track due dates for investigations, CAPAs, OOS, NCR, Deviations, and change controls; proactively notify owners of upcoming, due, and overdue items.
• Validate completeness of CAPA, Change Control, and investigation records (required fields, attachments, signatures) and communicate timelines to owners.
• Escalate at-risk deadlines to the Quality Manager.

Training Administration

• Administer the QT9 training program: assignment, tracking, and follow-up on overdue training.
• Manage training roll-out for new/revised controlled documents.
• Maintain training records and generate training matrices for management review and regulatory inspection.

Audit Readiness & Reporting

• Assist with document preparation and retrieval for regulatory audits and inspections (Health Canada GMP, MDSAP, internal audits, Pharmacovigilance audits).
• Verify that audit tasks have been executed and documented.
• Compile QMS metrics for Management Review (document change request aging, change control aging, training completion rates, and similar KPIs).

What You'll Bring:

• High School Diploma required; post-secondary education in a related field an asset
• Minimum of 3 years of experience in a regulated GMP/ISO 13485 manufacturing environment
• Direct experience with an electronic QMS platform (QT9 ideally, or MasterControl / TrackWise / ETQ)
• Advanced proficiency in Microsoft Office (Excel, Word, Outlook)
• Excellent oral and written communication skills, including the confidence to follow up with and hold colleagues accountable across departments without direct authority over them
• Strong analytical and rational thinking, with the discipline to validate completeness and timelines without stepping into technical review of document content
• Ability to prioritize competing tasks and deadlines under pressure
• Superior organizational skills, able to manage multiple trackers, deadlines, and stakeholders simultaneously
• High attention to detail and accuracy
• Project Management experience an asset
• Autonomous and self-directed, comfortable owning a system with minimal oversight
• Comfortable escalating issues rather than resolving them personally when something falls outside this role's scope

Compensation Range: $22.00/hr.-$26.00/hr.

The pay range reflects the minimum and maximum target for the position at the time of posting. Within the range, the compensation will be determined based on education/training, skill set, experience, and other organizational needs.

Work Environment

Office Environment

This position is based in an office environment and is primarily sedentary in nature. It requires regular use of standard office equipment, including computers, phones, photocopiers, scanners, and filing cabinets. Employees may be required to sit, stand, or walk for extended periods, and occasional bending, lifting, or carrying items up to 40 pounds may be necessary. Some exposure to the manufacturing environment should be expected.

This position is available due to an existing vacancy.

In compliance with AODA legislation, if you require accommodation during any part of the recruitment process, please advise Human Resources.