Documentation Specialist

EPEC Solutions, Inc.; Clayton (NC); Presencial; USD 45.000 - 65.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Health & Wellness Reimbursement

Paid Time Off

401(k) Plan

AFLAC Insurance

Professional Development

Workplace Perks

Descripción de la vacante

EPEC Solutions, Inc. in Clayton, NC is seeking a Documentation Specialist to manage the documentation lifecycle for customer orders, coordinating between sales, engineering, and production to ensure drawings, revisions, and approvals are tracked and filed accurately.

The role emphasizes precision, organization, proactive follow-ups, and cross-functional communication, focusing on switchboard orders with some auxiliary equipment, change orders, and version control.

Formación

• Manage documentation lifecycle from order release to final documentation.
• Coordinate with sales, engineering, and production to track drawings and revisions.
• Ensure timely approvals and keep records with version control.

Responsabilidades

• Track jobs from order release through drafting, approval, and production.
• Monitor drawing pipeline and coordinate with engineering on due dates.
• Issue drawings to customers and track approval status within windows.
• Route change orders and revisions to sales or drafting and track re-release.
• Release approved jobs to production and save files as proof of approval.
• Maintain accurate records and document control across the suite.
• Prepare final documentation packages upon shipment.
• Keep job files organized and easily retrievable.
• Communicate proactively across departments to understand context and history.

Conocimientos

Proactive follow-up

Attention to detail

Strong organizational skills

Time management

Cross-functional communication

Problem solving

Independent work

Reading drawings

Educación

High school diploma or equivalent

Associate's degree preferred

Herramientas

SharePoint

Power Automate

ERP systems

Procore

Trimble

Descripción del empleo

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.
• 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.

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

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.