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Document Control Specialist

Website XL Fleet

The fleet electrification leader.

Job Description

Who we are

XL Fleet (NYSE: XL) is a high-growth commercial vehicle technology company. We are developing cutting-edge technologies to convert conventional vehicles into hybrids, plug-in hybrids, and zero CO2 drive systems to reduce fuel consumption and generate a compelling return on investment for fleet customers.

We are also building a company culture for people passionate about sustainability, innovation, and green transportation. Thanks to our employees we were named as one of Built in Boston’s Best Places to Work in 2020.

If you’d like to play an active role in building a green future of transportation, we’d love to hear from you.

Job Purpose

The Document Control Specialist will partner with cross-functional teams to develop, analyze and process document requests, convey requirements, and resolve issues to drive an efficient and effective document control process. The Document Control Specialist will support the organization in ensuring high quality documentation is available to support XL Fleet products and team members with their associated business functions.

About You

  • Ability to work independently with minimal supervision and as a member of a team.
  • Enthusiasm, attention to detail, the ability to meet aggressive deadlines, and ability to work effectively with others in a fast paced, highly-productive environment.
  • Consistently display a positive, patient attitude and extends respect and courtesy toward XL team members, suppliers, and customers alike.
  • Highly organized and detail-oriented.
  • Results and goals oriented.
  • Ability to work in a fast-paced and changing environment; flexible and quickly adaptable to changing priorities.
  • Reasoning ability, support and prioritize projects, adapt to shifting priorities, work with minimal supervision, able to resolve problems and conflicts.
  • Have Excellent cross-functional team participation skills.
  • Ability to inculcate the core values and serve as positive example to team members and others within the organization.
  • Effective personal communication skills, share knowledge with excellent training skills.
  • Have integrity and a strong work ethic.
  • Passionate for both personal and corporate success.


Essential functions for the position are as follows;

  • Collaboration with XL department heads and leaders to help develop and document all business procedures and processes and that those document records are controlled in a manner which ensures integrity and accessibility including photocopying and scanning of documents.
  • Processes and controls storage of XL documents which includes procedures, processes, protocols, reports, electronic and hardcopy archives. As XL evolves into a ISO Quality System, the position will be required to pivot to include change requests, specifications, and drawings within the ECO process.
  • Interacts directly with users of controlled documentation to ensure internal conformance to Company Quality Control requirements.
  • Routes and releases controlled documents.
  • Reviews format and conformance necessities to documents; including but not limited to signature, dating and Good Documentation Practice
  • Assists in Compliance audit inspections/audits, as requested.
  • Tracks, and facilitates timely documentation review, approval, and implementation.
  • Distributes documents in accordance to control procedures to ensure only most recent versions are available for use and that they are available as needed.
  • Ensures accurate and timely input of database entries; and implements a self-auditing system to verify one’s own work.
  • Continually assesses document control processes and makes process improvement recommendations as needed.
  • Establish a standardized document control web based software platform using (DocStar, DocuWare, DocuXplorer, ECMX, DocuFree, Paradigm3, MomentumQMS) for all and provide user training for electronic system use (as applicable).
  • Creates and maintains document templates.
  • Makes recommendations and upgrades to curriculum, training matrices and study materials when appropriate.
  • Notifies management of compliance questions, concerns and issues.
  • Analyzes all documents for completeness.
  • Communicates with internal XL team members to ensure necessary changes are concise and complete before release.
  • Provides support to internal XL team members with documentation needs.
  • Updates electronic document profiles with personnel changes, e.g., Doc Owner, approved changes, etc.
  • Provides clerical and administrative support related to documentation processes and systems.
  • Maintains the document archival room (web based).
  • Maintains hardcopy files in binders, file cabinets, boxes etc. to maintain controlled documents and records and ensure that e-copy documents have contingency backups recorded daily.
  • Works with a variety of internal XL team members to ensure documents have been received and audit/report any use of obsolete documents.
  • Updates training files to include training records.
  • Follow up on training requirements to ensure compliance
  • Schedules and chairs meetings as necessary on documentation control compliance.
  • Provides additional support and assistance on tasks and projects as directed by management.
  • Performs other related duties and projects as business needs require at direction of management.

What you bring

  • 5+ years of experience in quality assurance, document control management system, required.
  • Working proficiency in MS Word, MS Excel, MS PowerPoint, Adobe Acrobat required.
  • Associate’s degree preferred.
  • Experience with web-based document control software and ERP systems.
  • Strong communication, coordination, tact and team skills.


  • Competitive remuneration
  • Health, dental and vision plans
  • Life Insurance, short-term and long-term disability coverage
  • Unlimited vacation policy
  • Innovative purpose-driven colleagues to learn from and enjoy.

Headquartered in Boston, Massachusetts, XL Fleet was founded in 2009. Our engineering facilities are located in Boston, Southern California, Detroit, and our production site in Quincy, IL.

In 2020 we started a new chapter of our history as a public company, and you can join us to build the future of XL Fleet together.

Diversity, Equity and Inclusion are vital parts of our strategy. Our vision is to build an organization that attracts and leverages diversity in our teams and strives for inclusion and belonging across our workplace and our partners and clients.

We respect and value all applicants for their unique perspectives and experiences.

So please, do not hesitate to apply – we’d love to hear from you.

How to Apply

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