Document Control Specialist

Talentify; Stoughton (WI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

401(k) match

LinkedIn Learning

Job summary

Talentify is seeking a detail-oriented Document Control Specialist in Wisconsin to manage digital filing, data verification, and communication across teams. You will organize drawings and BOM data, generate reports, and support production with timely document delivery.

Candidates should have strong organizational skills, familiarity with Microsoft Office, and the ability to learn new software. This role offers training and opportunities within a stable steel industry organization.

Qualifications

• 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.

Responsibilities

• Digital Filing: receive, locate, and download digital files.
• Create compiled PDF documents using Bluebeam.
• File documents on external storage and internal servers.
• Verify and import data; resolve import errors.
• Occasionally view and edit KSS files to adjust the code.
• Generate reports for internal and external distribution.
• 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 Production/Operations about package prioritization.
• Send and receive files to/from external parties using email and online file sharing services.
• Fill out tracking spreadsheets when tasks are completed.
• Forward information to relevant parties as needed.
• Identify action items and prioritize tasks.
• Meet deadlines for document submittals.
• Attend meetings and take notes on upcoming and active tasks.

Skills

Attention to detail

MS Outlook

Microsoft Office

Organizational skills

Time management

Independent work

Communication

Learning new software

Tools

Tekla EPM

Smartsheet

Python

Bluebeam

Microsoft Excel

Job description

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.

Minimum Qualifications

• 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

Preferred Qualifications

• 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

To be successful in this role, you must be willing to learn, give and take feedback, and use critical thinking skills. You should have a tolerance for meticulous work and a knack for problem solving. We are willing to train the right candidate, so if you have any of these skills and are interested in getting your start in the structural steel industry, we want to hear from you!

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

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.