Document Control Specialist

The HEICO Companies, LLC; Stoughton (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

401(k) retirement savings

Paid time off

Job summary

Zalk Josephs Fabricators is seeking a motivated Document Control Specialist to support our structural steel fabrication operations in the Midwest. In this entry-level role, you will manage digital files, verify data, and facilitate information flow across teams, while continually improving filing processes.

You will gain hands-on experience with Bluebeam, Tekla PowerFab, and Microsoft Office tools, helping ensure accuracy and timely production documentation in a collaborative,

Qualifications

• Attention to detail is essential for accurate filing and data entry.
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Excellent communication and follow-through in a team environment.
• Ability to learn new software quickly and adapt to existing workflows.
• Proven ability to work independently or in a team while maintaining accuracy.

Responsibilities

• Digital Filing: create, store, and manage PDFs; organize files across systems.
• Data Verification & Management: verify BOM data against drawings; adjust as needed.
• Communication & Information Flow: email distribution, track packages, coordinate with teams.
• Process Improvement: suggest and implement workflow enhancements; reduce errors.
• Reliability & Independence: meet deadlines; take notes; report progress.

Skills

Attention to detail

Organizational skills

Communication

Learn new software

Independent & team work

Problem solving

Follow written instructions

Tools

Bluebeam

Tekla PowerFab

Microsoft Outlook

Microsoft Office

Smartsheet

Job description

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

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