Document Control Clerk

Mack Sales & Marketing, Inc.; Houston (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Mack Sales & Marketing, Inc. is seeking a Remote Document Control Clerk to manage the centralized library of technical documents for the JanSan field. The role emphasizes accuracy, version control, and quick access to up-to-date product specs and safety data sheets.

The position is 100% remote, with collaboration across the Northeast Ohio administrative team and regional sales network via digital tools. Strong document management and Adobe Acrobat skills are required.

Qualifications

• Document management expertise: proficiency in digital filing systems and cloud platforms (SharePoint, Dropbox Business, Google Workspace).
• Attention to detail: spot minute differences between versions and follow strict naming conventions for easy searchability.
• Industry literacy: familiarity with janitorial/industrial cleaning industry documentation; SDS vs parts lists understanding.
• Software proficiency: strong skills in Adobe Acrobat for merging/securing PDFs and in MS Office suite.
• Time management: prioritize urgent requests from field sales teams needing immediate technical data.

Responsibilities

• Technical Library Management: maintain a centralized cloud repository for manufacturer documents (TDS, SDS, manuals).
• Version Control: ensure current versions replace outdated files across the network.
• Compliance Documentation: keep Restorations/Healthcare market docs up to date and accessible.
• Marketing Asset Coordination: organize marketing materials for distributors, ensuring consistency with brand guidelines.
• Quality Audits: perform digital audits of Team/Territory folders for state regulatory requirements.
• Distribution Workflow: manage electronic transmission of documents to distributors and end users.

Skills

Document management

Attention to detail

Industry knowledge

Time management

Tools

Adobe Acrobat

Microsoft Office

Job description

The Remote Document Control Clerk is responsible for managing, organizing, and distributing the vast array of technical documentation required in the Janitorial/Sanitation (JanSan) industry. You will ensure that every salesperson in the field and every distributor in the network has instant access to the latest product specifications, safety protocols, and warranty information. This role requires a high degree of organization and a "zero-error" approach to digital filing.

Key Responsibilities

• Technical Library Management: Maintain a centralized, cloud-based repository for all manufacturer documents, including Technical Data Sheets (TDS), Safety Data Sheets (SDS), and equipment manuals for various flooring and chemistry applications.
• Version Control: Track updates from manufacturers to ensure outdated pricing, discontinued parts lists, or old chemical formulations are immediately archived and replaced with current versions.
• Compliance Documentation: Ensure all "Restoration" and "Healthcare" market documents meet current industry standards and are readily available for clients in hospitals, clinics, and nursing homes.
• Marketing Asset Coordination: Organize and catalog "Customized Marketing Materials" created for the distributor network, ensuring that flyers and handouts for cities like Cincinnati, Indianapolis, and Pittsburgh remain consistent with brand guidelines.
• Quality Audits: Perform regular digital audits of the "Team/Territory" folders to ensure regional managers have the specific documentation required for their unique state regulations (e.g., specific chemical VOC laws in Michigan vs. Ohio).
• Distribution Workflow: Manage the electronic transmittal of documents to wholesale distributors and end-users, ensuring that requests for quotes or equipment specs are fulfilled with the correct, most recent files.

Required Skills & Qualifications

• Document Management Expertise: Proficiency in digital filing systems and cloud platforms (such as SharePoint, Dropbox Business, or Google Workspace).
• Attention to Detail: Ability to spot minute differences between document versions and ensure naming conventions are strictly followed for easy searchability.
• Industry Literacy: Familiarity with the documentation requirements of the industrial cleaning and maintenance industry is a major plus (understanding the difference between a floor scrubber parts list and a chemical SDS).
• Software Proficiency: Strong skills in Adobe Acrobat (for merging and securing PDFs) and Microsoft Office Suite.
• Time Management: Ability to prioritize urgent document requests from the field sales team who may be onsite with a customer and need immediate technical data.

Work Environment

100% Remote: This is a home-based position.

Collaboration: You will interact daily with the Northeast Ohio-based administrative team and the regional sales force via digital communication tools.