Document Control Specialist

PJ Trailers; Sumner (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

PJ Trailers in Sumner, TX seeks a detail‑oriented Document Control Specialist to invoice, categorize, file, and retrieve documents using organized systems. You will maintain records and logs of document retrievals and updates while supporting the sales and administrative teams.

The role requires at least 1 year of administrative or invoicing experience, proficiency with Microsoft Office, and the ability to follow SOPs in a fast-paced office setting.

Qualifications

• Detail oriented and customer focused.
• Willingness to learn and adapt in a fast-paced environment.
• Follow rules and standard operating procedures.

Responsibilities

• Invoicing repetitively and accurately, crediting and emailing scans.
• Check for duplicate documents and resolve missing/incorrect information.
• Assist with audits, inventories and research.
• Handle routine scheduling, photocopying, and document preparation.
• Assist Sales with invoicing, credits and documentation needs.
• Answer calls and emails from customers, resolving issues.
• Complete MSOs, affidavits and NAFTA paperwork.

Skills

Detail orientation

Customer focus

Information seeking

Willingness to learn

Team collaboration

Education

High School or equivalent

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Job Overview

Document control specialists will invoice, categorize, file, and retrieve documents using specific classification and organization systems. Specialists are responsible for the invoicing of trailers, orderly recording and keeping of physical and electronic documents, including distributing new documents and discarding obsolete records. Specialists will also maintain records and logs of document retrievals, updates, distributions, and removals.

Job Responsibilities

• Invoicing repetitively and consistently with minimal mistakes, crediting, and scanning to email.
• Problem resolution, checking duplicate documents, missing or incorrect information.
• Assist with audits, inventories, and other research.
• Scheduling meeting, photocopying, faxing, taking notations, or assisting in preparing presentations.
• Assist Sales Department with invoicing, credits, and other documentation requirements.
• Answer phone calls and emails from customers, resolving issues.
• Complete legal documentation, such as MSO's, affidavits, and NAFTA paperwork.
• Filing of documents, and other paperwork.
• Phone skills – talking professionally to our customers and solving their issues.
• Additional duties, as necessary.

Education – Experience Required

• Detail orientated, customer focus, information seeking, willingness to learn, enjoy fast paced team environment.
• Minimum one year administrative or invoicing experience preferred
• Experience with Microsoft Office including Outlook, Word, and Excel
• High School or Equivalent
• Must be able to follow rules and standard operating procedures
• Must be able to work overtime

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing. The employee must frequently lift and/or move items up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines and scanners. It can be extremely fast-paced and require hours of repetitive work each day. Attire is "business casual" but there may be times where professional attire is required.