Document Control Coordinator

Mitsubishi Heavy Industries, Ltd. • Lake Mary, FL

77d

About The Position

The Document Control Coordinator will compile and maintain document revision and transmittal records and related files. This position is responsible for information exchange between Mitsubishi Power and Client/Vendor using document management software or using the customer provided document management system. The Document Control Coordinator will assist all personnel with the use of the document management system and also carry out general administrative functions for the Engineering department.

Requirements

• Minimum of Associates Degree in Business or Technical Discipline (e.g., Engineering, Computer Science) from an accredited two-year institution of learning.
• At least 5 years experience and/or training in business process improvement or document management system automation; or equivalent combination of education and experience.
• Ability to write reports and business correspondence.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to work with mathematical concepts to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Must be able to multi-task, prioritize and delegate tasks readily.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) software and Document Management software.
• Knowledge of Microsoft 365 Power Platform (Power Automate, Power Apps, PowerBI, SmartSheet, SharePoint, etc.).

Responsibilities

• Provide assistance to all Engineering Groups in relation to engineering, customer and vendor document control activities and help users with any questions related to the use of the document management software.
• Generate Document Transmittals and issue/distribute documents for Client review/approval. Ensure recipient acknowledgement and stakeholders are informed of submission status.
• Monitor the flow of documents and official comments, highlight areas of concern to immediate supervisor and resolve the issues immediately.
• Input document metadata into the document control system accurately and efficiently.
• Improve the visibility of documentation submitted and processed on time in accordance with project schedules.
• Monitor and conduct audits and quality control checks to ensure data integrity is accurate.
• Ensure all project correspondence is filed correctly.
• Organize document filing and retrieval in accordance with Engineering procedures.
• Generate required reports on a defined schedule or as and when required.
• Participate in training sessions for new team members on document control processes and tools.
• Plot/print documents from document management system as and when required.
• Scan documents, add to document management system and add metadata as and when required.
• Help users with converting documents to PDF and TIFF formats.
• Manage the lifecycle of project documents, including revisions, approvals, and distribution.
• Maintain and update the document control system, ensuring compliance with company standards.
• Continuously assess processes for improvements and automate data flows wherever possible.
• Liaise with engineering, project management, and quality assurance teams to ensure document requirements are met.
• Oversee document control activities for multiple projects, ensuring adherence to timelines and quality standards.
• Develop and deliver training materials for document control processes to staff at all levels.
• Ensure all documentation complies with relevant regulations and industry standards (e.g., ISO, ASME).
• Act as the primary contact for external audits and reviews related to document control.
• Generate standard specification templates. Help users save and modify these templates to suit job specific requirements.
• Take ownership for maintenance, improvements, and training all business stakeholders on specific Document Control systems.
• Mentor junior team members, providing guidance and support in document control best practices.

Benefits

• Excellent Benefits (Medical, Dental, Vision & 401K Matching)
• Excellent development programs and advancement opportunities
• Tuition reimbursement and on-the-job training
• Paid vacation, sick time, and holidays
• Committed to quality products and services
• Great working environment and culture
• Employee Appreciation Programs and Events

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree