Documentation Specialist

EPEC Solutions, Inc.; Clayton (NC); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Health and wellness reimbursement

Paid time off

401(k)

AFLAC supplemental insurance

Professional development

Workplace perks

Job summary

EPEC Solutions, Inc. is seeking a Documentation Specialist in Clayton, NC to manage the documentation lifecycle for customer orders.

The role bridges sales, engineering/drafting, and production, ensuring drawings, revisions, and approvals are tracked and communicated on time. The ideal candidate has strong attention to detail, organizational and communication skills, and experience with Microsoft 365 and internal tracking tools.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 1–3 years in documentation, order management, project coordination, or related role.
• Experience in manufacturing, electrical environments, or with switchboards is a plus.

Responsibilities

• Track jobs from order release through drafting and final documentation using tracking tools.
• Coordinate drafting with engineering and production to meet lead times.
• Issue drawings to customers and monitor approval windows to stay on schedule.
• Maintain accurate records and version control of drawings and manuals.

Skills

Attention to detail

Organizational skills

Communication

Microsoft 365

Read technical docs

Problem solving

Independent work

Education

High school diploma

Associate degree preferred

Tools

SharePoint

Power Automate

ERP systems

Procore

Job description

Company Description

EPEC Solutions, Inc. is a distinguished provider of UL 891 low voltage switchboard equipment, specializing in designing, manufacturing, and supporting innovative industry-specific solutions. The company's expertise serves key sectors, including renewable power with solar collection and energy storage solutions, as well as data centers with switchboards, skids, power PDUs, and RPPs. EPEC Solutions, Inc. is recognized for its commitment to delivering tailored, high-quality systems that meet the unique needs of its clients. As an industry leader, the company is dedicated to driving innovation and supporting the success of the industries it serves.

Company Description

EPEC Solutions, Inc. is a distinguished provider of UL 891 low voltage switchboard equipment, specializing in designing, manufacturing, and supporting innovative industry-specific solutions. The company's expertise serves key sectors, including renewable power with solar collection and energy storage solutions, as well as data centers with switchboards, skids, power PDUs, and RPPs. EPEC Solutions, Inc. is recognized for its commitment to delivering tailored, high-quality systems that meet the unique needs of its clients. As an industry leader, the company is dedicated to driving innovation and supporting the success of the industries it serves.

Role Description

The Documentation Specialist manages the documentation lifecycle of customer orders from order release through final documentation. Acting as a critical bridge between the sales, engineering/drafting, and production teams, the Specialist ensures that drawings, revisions, and approvals are accurately tracked, correctly filed, and communicated to the right people at the right time. This role places heavy emphasis on accuracy, attention to detail, organization, and proactive follow-ups to keep projects moving forward and on schedule. The position focuses primarily on switchboard orders, along with some auxiliary equipment orders from partners and vendors, and includes change-order work and cross-functional coordination throughout each job.

Qualifications

• Job tracking: track assigned jobs from order release through drafting, customer approval, release to production, and final documentation, using the department's tracking tools.
• Drafting coordination: monitor the drawing pipeline and coordinate with engineering and drafters on drawing status, due dates, and priorities; follow up to keep work progressing within lead-time commitments.
• Drawing release & approval: issue drawings to customers, track approval status against the required approval window, and proactively follow up so approvals stay on schedule.
• Change orders & revisions: evaluate incoming changes — distinguishing clarifications, technical information, and bill-of-material changes — route them appropriately to sales and/or drafting and track each revision through re-release and final approval (if required).
• Release to production: release approved jobs by updating the tracking systems, notifying production scheduling, and saving approved files to the server as documented proof of approval.
• Records & version control: maintain accurate, up-to-date records and clear version control of drawings, approvals, spec sheets, manuals, and the product/breaker documentation suite.
• Final documentation: prepare and issue final documentation packages (manuals, latest drawing sets, and documentation-suite links) upon shipment.
• File management: keep job files and department repositories organized, accurate, and easy to retrieve.
• Cross-functional communication: communicate proactively across sales, engineering, and production; read and interpret order and email threads to understand each job's context and history.
• Risk awareness: identify and flag at-risk jobs (approaching or past-due approval dates) and support on-time delivery.
• Process improvement: contribute to improving documentation processes, tools, and tracking as the department evolves.

Required Skills & Competencies

• Exceptional attention to detail and accuracy, with a strong commitment to maintaining verifiable, well-documented records.
• Strong organizational and time-management skills, with the ability to track many concurrent jobs without losing accuracy.
• Clear written and verbal communication, and comfort coordinating across multiple departments.
• Proficiency with Microsoft 365 — Excel, SharePoint/OneDrive, and Outlook — and the ability to learn internal tools such as SharePoint Lists and automated workflows.
• Ability to read and interpret technical information, drawings, and bills of material (training provided).
• Strong problem-solving and follow-through, with a proactive approach to deadlines and bottlenecks.
• Ability to work independently and manage shifting priorities in a fast-paced, high-volume environment.

Required Qualifications

• Education: high school diploma or equivalent required; associate's degree or relevant coursework preferred.
• Experience: 1–3 years in documentation, order management, project coordination, administrative support, or a related role.

Preferred Qualifications (Nice To Have)

• Experience in a manufacturing, electrical, or engineering environment.
• Familiarity with electrical equipment such as switchboards, power centers, and circuit breakers — or a strong willingness to learn.
• Experience with SharePoint, Power Automate, or ERP systems.
• Experience with Procore, Trimble, or other construction management software.

Compensation & Benefits

Benefits include health and wellness reimbursement, paid time off and holidays, 401(k), AFLAC supplemental insurance, professional development, and workplace perks.

Work Environment & Schedule

This is a full-time, on-site position in Clayton, NC, reporting to the Documentation & Digital Marketing Manager. No relocation offered.

Why You'll Love Working Here

Enjoy being part of a collaborative, growing team and contributing to meaningful, customer-focused projects. You'll also have the opportunity to develop your technical and professional skills.

Equal Opportunity Statement

We are an equal opportunity employer and welcome applicants from all backgrounds, experiences, and perspectives.