Document Control Specialist: Precision Records & Submittals

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

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.