Document Control Specialist

Pj-Trailers; Sumner (IA); On-site; USD 38,000 - 52,000; Full time

Job summary

Pj-Trailers is seeking a diligent Document Control Specialist to invoice, categorize, file, and retrieve documents using established systems. You will maintain both physical and electronic records, distribute new documents, and discard obsolete files in a fast-paced office setting.

Responsibilities include invoicing with minimal errors, assisting audits, and supporting the Sales Department with documentation. Strong MS Office skills and a detail-oriented mindset are essential to succeed.

Qualifications

• Must be detail oriented with a focus on accurate data entry.
• Experience with MS Office is required.
• Ability to learn new software and procedures quickly.

Responsibilities

• Invoicing repetitively and accurately.
• File and categorize documents; maintain logs.
• Assist with audits and inventories.
• Answer customer calls and emails; resolve issues.
• Prepare presentations and schedule meetings.
• Process MSOs, affidavits, and NAFTA paperwork.
• Follow standard operating procedures.

Skills

Detail oriented

Customer focus

Information seeking

Willingness to learn

Follow SOPs

Education

High School diploma or equivalent

One year administrative or invoicing experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Job OverviewDocument 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 ResponsibilitiesInvoicing 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 RequiredDetail orientated, customer focus, information seeking, willingness to learn, enjoy fast paced team environment.Minimum one year administrative or invoicing experience preferredExperience with Microsoft Office including Outlook, Word, and ExcelHigh School or EquivalentMust be able to follow rules and standard operating proceduresMust be able to work overtimePhysical DemandsWhile 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 EnvironmentThis 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.