Document Control Specialist

The Document Control Specialist supports the Purchasing department through the maintenance of purchasing records, supplier documentation, material certifications, and related document-control activities. This role helps ensure purchasing documentation is accurate, complete, properly maintained, and readily accessible while supporting supplier communication, open-order tracking, and inventory-related activities.

Working closely with Purchasing, Quality, Production, and suppliers, this position plays an important role in maintaining accurate purchasing information, supporting material availability, and ensuring documentation requirements are met.

The ideal candidate has manufacturing experience, strong organizational and administrative skills, excellent attention to detail, and an interest in learning purchasing and supply chain processes. This position also provides an opportunity to grow within the Purchasing department and provide backup support to the Sr. Buyer.

• →Maintain accurate purchasing and document-control records, including purchase orders, order acknowledgments, certifications, and related documentation.
• →Review purchase order acknowledgments and follow up with suppliers regarding discrepancies, missing information, or changes to required dates.
• →Run purchasing and open-order reports to identify past-due orders, missing acknowledgments, shortages, and other issues requiring follow-up.
• →Communicate with suppliers by phone and email regarding order status, acknowledgments, documentation, and material requirements.
• →File and maintain material certifications and other quality-related documentation according to established procedures.
• →Monitor open orders and help ensure materials are available to support production schedules.
• →Assist with cycle counting, inventory accuracy, and identifying potential shortages or replenishment needs as needed.
• →Work on the shop floor as needed to identify high-use materials and help ensure critical inventory is properly stocked.
• →Maintain accurate information and transactions within the ERP system.
• →Coordinate with Purchasing, Production, Quality, and other departments to resolve material and documentation issues.
• →Develop an understanding of purchasing processes, supplier relationships, and the reasons behind purchasing decisions.
• →Provide backup support to the Sr. Buyer as needed, including assisting with purchasing-related activities during absences.
• →Proactively identify issues, ask questions, and follow through to keep purchasing activities moving.

• High school diploma or equivalent.
• Previous experience in a manufacturing environment is required.
• Previous experience in a manufacturing office or administrative support role preferred; experience supporting Purchasing, Buyers, Materials, or Supply Chain is a plus.
• Strong computer skills, including proficiency with Microsoft Office (Excel, Word, Outlook, and Teams).
• Experience with an ERP system is preferred.
• Strong attention to detail and organizational skills, particularly when managing documentation and multiple open orders.
• Comfortable communicating professionally with suppliers by phone and email.
• Strong time management skills with the ability to prioritize competing tasks and follow through independently.
• Curious and eager to understand not just what needs to be done, but why it is done.
• Self-motivated and proactive; able to identify issues and take action without waiting for constant direction.
• Quick learner who is comfortable taking on new responsibilities and growing into the role.
• Reliable, accountable, and able to work effectively with Purchasing, Quality, Production, and other departments.
• Ability to work on the manufacturing floor and locate materials as needed.