Document Control Specialist
Full-time
The HEICO Companies, LLC
Are you ready to advance your career with an industry leader? At Zalk Josephs Fabricators, we've been a trusted name in structural steel fabrication business for over a century, providing high-quality structural steel across the Midwest. Our team is known for delivering exceptional performance, meeting rigorous customer demands, and offering competitive pricing. Zalk Josephs is seeking a motivated Document Control Specialist to support our operations. This role is ideal for someone looking to grow in document management, communication, and process improvement as part of a team known for quality, reliability, and continuous improvement. This entry-level position allows for room to grow within the company and is a great way to get started in the structural steel industry
What We Can Offer You:
Primary Responsibilities
- Digital Filing
- Receive, locate, and download digital files.
- Create compiled PDF documents using Bluebeam.
- File documents on external file storage services, and internal server and software systems.
- Change file structure of packages received as necessary.
- Ensure latest drawings are stored in all correct locations.
- Data Verification & Management
- Import files to software systems, and note and/or resolve any import errors.
- Compare bill of materials to information in Tekla PowerFab.
- Ensure correct quantities, materials, and remarks imported.
- Refer to detail drawings when discrepancies arise.
- Make accurate changes to data.
- Occasionally view and edit KSS files to adjust the code.
- Generate reports to distribute to internal and external parties.
- Communication and Information Flow
- Stay on top of emails to know when new packages are ready for release.
- Distribute documents via email to notify internal team that items are ready to begin the next steps in production.
- Request information from the Production and/or Operations departments about which packages to prioritize.
- Send and receive files to and from external parties using email and online file sharing services.
- Fill out relevant tracking spreadsheets when tasks are completed.
- Forward information to relevant parties as needed.
- Problem Solving and Process Improvement
- Continually identify issues with and improve processes for document distribution.
- Recommend and help to implement systems to improve workflows, communication, and/or digital processes.
- Reduce room for error by improving and standardizing communication.
- Advise other departments on file and document management strategies.
- Streamline and/or automate repetitive processes.
- Reliability and Working Independently
- Meet deadlines for document submittals.
- Identify action items and prioritize tasks.
- Take a proactive approach to solving problems and answering questions using resources available.
- Accurately report when tasks can be completed.
- Attend meetings and take notes on upcoming and active tasks and requests.
- Attention to detail
- Intermediate computer skills
- Ability to learn new software
- Organizational skills
- Ability to follow written instructions
- Familiarity with Microsoft Outlook and Microsoft Suite products
- Ability to manage competing deadlines and prioritize tasks appropriately
- Ability to work independently and as part of a team
- Problem solving skills
- Excellent communication and follow-through
- Ability to interpret detail drawings
- Familiarity with Tekla EPM or similar software
- Experience using Smartsheet or other spreadsheet software
- Knowledge of computer coding languages, especially Python
- Experience in structural steel, construction, fabrication, or similar industries
- Familiarity with data management and/or analysis
What We Can Offer You:
- Inclusive Medical, Dental, Vision, Accident, and Illness insurance
- Company paid Disability and Life insurance
- Health Savings Account contribution of up to $1,000 per year
- 401(k) retirement savings program with a company match
- Employee Assistance Program including discounts with major vendors & products
- Mental and physical wellness programs
- Competitive time off package including vacation, sick, and holiday pay
- Career advancement opportunities with a stable well-established organization
- Tuition reimbursement program and access to LinkedIn Learning course
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