Document Control Specialist

About the Role

Document control specialists 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. They maintain records and logs of document retrievals, updates, distributions, and removals.

Responsibilities

• Invoice repetitively and consistently with minimal mistakes, crediting, and scanning to email.
• Resolve problems, check for duplicate documents, and correct missing or incorrect information.
• Assist with audits, inventories, and other research.
• Schedule meetings, photocopy, fax, take notations, or assist in preparing presentations.
• Assist the Sales Department with invoicing, credits, and other documentation requirements.
• Answer phone calls and emails from customers, resolving issues.
• Complete legal documentation, such as MSOs, affidavits, and NAFTA paperwork.
• File documents and other paperwork.
• Use professional phone skills to communicate with customers and solve their issues.
• Perform additional duties as necessary.

Requirements

• Detail-oriented, customer-focused, and information-seeking with a willingness to learn.
• Minimum one year of administrative or invoicing experience preferred.
• Experience with Microsoft Office including Outlook, Word, and Excel.
• High school diploma or equivalent.
• Ability to follow rules and standard operating procedures.
• Ability to work overtime.

Physical Demands

While 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 include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and scanners. The environment can be extremely fast-paced and require hours of repetitive work each day. Attire is typically "business casual," though professional attire may occasionally be required.