Document Control Specialist

Smart Family of Cooling Products; Houston (TX); On-site; USD 52,000 - 66,000; Full time

Job summary

Smart Family of Cooling Products is seeking a Document Control Specialist to store, manage, and track records for customer orders. The role encompasses pre-production and post-production document control, ensuring PO accuracy, ISO format adherence, and timely submittal package coordination.

The candidate will enter jobs into QuickBooks and P-drive, verify documentation requirements, and collaborate with sales, marketing, and purchasing.

Qualifications

• 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.

Responsibilities

• Pre-production Document Control for orders requiring documentation.
• Verify customer purchase orders match quotes.
• Enter job into QuickBooks and P-drive.
• Review customer documentation requirements and ensure ISO format compliance.
• Coordinate submittal package with the salesperson including drawings and data.
• Record vendor release notes and update documentation.
• Post-production: verify parts list and IOM are complete.
• Move IOM to a flash drive for production use.
• Notify shipment contacts and provide digital IOM and contact list.
• Maintain up-to-date P-Drive with equipment list and folders.
• Collaborate with Marketing to standardize IOMs and tags.
• Submit documentation to customers upon request.
• Manage Fleet schedules and ensure timely dispatch.
• Assist Purchasing to issue purchase orders and read BOMs.

Skills

Communication

Negotiation

Organization

Analytical skills

MS Office

Document control

Education

High school diploma or equivalent

Tools

QuickBooks

MS Excel

P-drive

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.