Document Coordinator Lead, Capital Projects - Pasadena, TX

Sunbelt Supply is global provider of flow control solutions. We maintain one of the largest and most diversified selections of valves, actuators, actuation accessories and specialty PFF in North America, comprised of more than 50 major manufacturers. We provide in-house valve automation services, including CAD design and drawings, machine, fabrication, assembly shops featuring CNC machinery, and automation repair work. Sunbelt Supply is also an authorized Automation Service Center for Velan, Bettis and Limitorque and many more.

Sunbelt Supply is a subsidiary of FloWorks International LLC, which is a privately held company located in Pasadena, Texas.

Summary of Responsibilities

The Document Coordinator - Lead, is responsible for managing document control processes, ensuring the accuracy, accessibility, and security of organizational documents, and leading a team of document coordinators. This role involves organizing and prioritizing tasks, managing a large volume of documents, and maintaining an efficient document management system. This role offers the opportunity to contribute to the efficiency and success of the organization by ensuring the integrity and accessibility of critical documents, leading a dedicated team, and continuously improving document control processes.

Major Tasks, Responsibilities and Key Accountabilities

• Responsible for developing, implementing, and maintaining document control procedures.
• Manage and maintain systems to ensure documents and transmittals are correctly organized and easily accessible.
• Oversee the classification, storage, and retrieval of documents, ensuring version control and the availability of current documents.
• Perform document control functions within the Electronic Document Management System (EDMS).
• Supervise and mentor a team of document coordinators.
• Assign tasks, monitor performance, and provide training and support to team members.
• Ensure all documents comply with regulatory and organizational standards.
• Conduct regular audits to verify the accuracy and completeness of documents.
• Ensure invoices are processed and orders are executed to completion.
• Perform document quality assurance audits on incoming and outgoing documentation.
• Identify gaps and opportunities to improve current documentation methods.
• Consult with different departments to facilitate efficient document flow.
• Communicate and coordinate projects with other department leads.
• Ensure data security and confidentiality within the document management system.
• Support users with training, first-level support, and document control requests.

Qualifications

• 1-3 years of supervisory experience.
• Minimum of 5 years of experience in document control or a similar role.
• Proficiency in document management software and systems.
• Strong understanding of regulatory requirements and quality standards.
• Excellent organizational, analytical, and critical thinking skills.
• Effective communication and people skills.
• Ability to manage multiple tasks, for example, to be able to proactively organize, and keep control over many documents and transmittals to ensure information is correct and easily accessible by the team.
• Proficient in Microsoft Office & Tools, Foxit, and other publication software.
• Familiarity with maintaining detailed databases of reference materials, operation, and maintenance manuals of equipment.

Environmental Job Requirements

• Office-based position
• Regular interaction with internal teams and external partners.
• A fast-paced environment requiring adaptability and proactive management.

This information indicates the general nature and level of work performed by associates in this role. It is not designed to contain a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this role. This description supersedes any previous or undated descriptions for this role. Management retains the right to add or change the duties of the position at any time. Questions about the duties and responsibilities of this position should be directed to the reporting Manager or Human Resources.

FloWorks is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, genetics, disability, age, or protected veteran status.

FloWorks participates in the US Government's E-Verify program.