Document Control Specialist Job at Smart Family of Cooling Products, Houston, TX

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  • Smart Family of Cooling Products
  • Houston, TX

Job Description

Job Summary :

The Document Control Specialist stores, manages and tracks records and documents customers’ orders.

Essential job duties:

  • Pre-production Document Control for all orders requiring documentation
    • Verify customer purchase order matches quote
    • Acknowledge order and provide time frame for submittals
    • Enter job into QuickBooks and P-drive
    • Review customer documentation requirements and ensure SFCP adheres to customer requirements, ie: Aggreko follows the ISO format, and all drawings require 3 signatures.
    • Work with the salesman to submit and record the submittal package. Submittal package/release notes will include mechanical drawings, electrical drawings, depending on unit, pump or blower curves, ultraviolet radiation data, if applicable heat exchanger drawing, pressure drop data, and controller data.
    • Record vendor release notes.
  • Post Production Document Control
    • Verify parts list is accurate
    • Verify Installation, Operation and Maintenance (IOM) is complete
    • Move IOM to a flash drive for production to attach to unit
    • Send a notification of shipment to key contacts for unit shipments, include a digital copy of the IOM and the SFCP contact list
    • Verify P-Drive is up to date, this includes the Equipment list and job folders
  • Tags and IOM
    • Work with the Marketing Manager to clean up all IOMs and create standardized IOM for all models
    • Work with the Marketing Manager to clean up all tag PDF’s and create standardized templates for all models.
  • Submit documentation to customers upon request
  • Customer Fleet Schedules:
    • Understand who constitutes a “FLEET” customer
    • Ensure that fleet customers are promptly sent a schedule (in the correct format) at least every other week (minimum 2 times per month)
    • Update schedules if requested
  • Purchasing assistance:
    • Be fully capable of issuing purchase orders to vendors
    • Understand bill of materials, how to read and order components to fulfill BOMs

Required Skills/Abilities :

  • 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.

Education and Experience :

  • High school diploma or equivalent preferred.

Physical Requirements :

  • Must be able to remain in a stationary position at a desk and work on a computer.
  • Must be able to transport 15 pounds at times.

Job Tags

Work at office

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