Document Control Coordinator

Arcanum Infrastructure, LLC • Baytown, TX

2d

About The Position

The QA Document Control Coordinator will review and secure documents to ensure they are current, accurate, and compliant with regulations and standards. This role supports accurate compliance tracking, supplier and contractor documentation for procurement and safety activities, and maintains organized and audit-ready records in the Sage X3 ERP and compliance system.

Requirements

• 1-3 years of experience in document control, quality assurance, safety or procurement supporty in an industrial or chemical manufacturing environment.
• Strong attention to detail related to document control naming, versioning, indexing.
• Ability to review drawings, data sheets, certification technical documents at a basic level.
• Proficiency with document control tools, compliance platforms, ERP and compliance systems, Sage X3 preferred.
• Strong data entry skills with a high level of data management accuracy.
• Ability to follow structured processes, templates, and checklists.
• Strong verbal and written communication with vendors and internal teams.
• Ability to track multiple tasks, documents, and meet strict deadlines simultaneously.
• Strong systems aptitude; able to learn new tools, software platforms quickly.

Nice To Haves

• Exposure to industrial or regulated industry environment preferred.

Responsibilities

• Collect and track onboarding, renewals, and compliance documents for contractors and suppliers, including W-9, COI, ACH, safety forms, and certifications.
• Maintain onboarding status; follow up on missing, expired, or incomplete items.
• Ensure supplier and contractor files aligned with environmental, health, safety and Responsible Care requirements, and communicate requirements to both vendors and contractors.
• Organize required document packages per purchase order, including drawings, data sheets, certifications, and reports.
• Track document submission status and follow up with suppliers in a timely manner.
• Verify part numbers, revisions, and quantities against purchase order requirements.
• Maintain document logs and organized final document sets, escalate issues related to missing or nonconforming documentation.
• Link documents to POs, items, and vendor records in the Sage X3 system.
• Maintain accurate vendor and contractor master data, consistent naming, version control, support cleanup standardization efforts.
• Build supplier and contractor workflows in the Arcanum partner portal.
• Retrieve and compile documentation for audits, maintenance, inspections, and reviews.
• Consistently follow document retention standards, identify missing documentation and support follow-up.
• Comply with all environmental, health, safety, and security policies and procedures, including Process Safety Management (PSM).
• Adhere to Responsible Care® principles, demonstrating commitment to safety, environmental stewardship, and ethical conduct in all sourcing activities.

Benefits

• Competitive Compensation
• Comprehensive Employee Benefit Package
• Paid Time Off (PTO)
• Company Paid Holidays
• Flexible Work Schedules
• 401k With 5% Company Match

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed