Document Control Specialist

Job Description

Job Description

Job Summary:

The Document Control Specialist stores, manages and tracks records and documents customers’ orders.

Essential job duties:

• Pre-production Document Control for all orders requiring documentation
  • Verify customer purchase order matches quote
  • Acknowledge order and provide time frame for submittals
  • Enter job into QuickBooks and P-drive
  • Review customer documentation requirements and ensure SFCP adheres to customer requirements, ie: Aggreko follows the ISO format, and all drawings require 3 signatures.
  • Work with the salesman to submit and record the submittal package. Submittal package/release notes will include mechanical drawings, electrical drawings, depending on unit, pump or blower curves, ultraviolet radiation data, if applicable heat exchanger drawing, pressure drop data, and controller data.
  • Record vendor release notes.
• Post Production Document Control
  • Verify parts list is accurate
  • Verify Installation, Operation and Maintenance (IOM) is complete
  • Move IOM to a flash drive for production to attach to unit
  • Send a notification of shipment to key contacts for unit shipments, include a digital copy of the IOM and the SFCP contact list
  • Verify P-Drive is up to date, this includes the Equipment list and job folders
• Tags and IOM
  • Work with the Marketing Manager to clean up all IOMs and create standardized IOM for all models
  • Work with the Marketing Manager to clean up all tag PDF’s and create standardized templates for all models.
• Submit documentation to customers upon request
• Customer Fleet Schedules:
  • Understand who constitutes a “FLEET” customer
  • Ensure that fleet customers are promptly sent a schedule (in the correct format) at least every other week (minimum 2 times per month)
  • Update schedules if requested
• Purchasing assistance:
  • Be fully capable of issuing purchase orders to vendors
  • Understand bill of materials, how to read and order components to fulfill BOMs

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High school diploma or equivalent preferred.

Physical Requirements:

• Must be able to remain in a stationary position at a desk and work on a computer.
• Must be able to transport 15 pounds at times.