Job Description

Document Control Specialist - 2961

USA:OK:Tulsa | Customer Service | Full-Time

Description

Responsibilities of the Document Specialist include, but are not limited to:

• Create, track, and monitor submittal documents for assigned projects.
• Gather required information from sales teams and customers.
• Review all documentation for accuracy, completeness, and consistency.
• Coordinate with mechanical and electrical engineering teams for drawings and technical inputs.
• Work with sales, customers, and engineering to resolve submittal comments and revisions.
• Log and maintain project information in financial tracking spreadsheets.

Project Release

• Verify customer purchase orders align accurately with quotes.
• Create jobs in the accounting system used by accounting and purchasing.
• Generate sales orders for customer distribution.
• Coordinate with the project management team to notify customers of scheduled ship dates.
• Work with engineering to ensure production prints for fabrication are provided.
• Update project status in financial spreadsheets to maintain accurate tracking.

Project Closeout

• Create and compile IOM (Installation, Operation, and Maintenance) manuals for customer delivery.
• Ensure all required documentation is complete, accurate, and archived according to company standards.

Qualifications of the Document Specialist include, but are not limited to:

• Experience in documentation control, project coordination, administrative support, or similar role.
• Strong attention to detail with the ability to review technical information for accuracy.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint).
• Experience with Adobe Pro.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Strong organizational skills with the ability to maintain accurate records.
• Experience working with cross-functional teams such as engineering, sales, and project management.
• High level of accuracy in data entry and document tracking.

Preferred

• Experience working with technical documentation, engineering drawings, or industrial product information.
• Familiarity with ERP systems such as P21, SAP, Oracle, or similar platforms.
• Knowledge of pumps, motors, rotating equipment, or industrial products (preferred but not required).
• Experience assembling IOM manuals or similar technical packages.
• Understanding of document version control and revision tracking.
• Ability to interpret purchase orders, quotes, and basic technical specifications.
• Strong analytical skills for identifying discrepancies and ensuring compliance.

Additional Information

• Physical Demand: Walking and sitting
• Working Conditions: In-office position
• Training/Certifications: N/A
• Shift Time/Overtime: M - F schedule
• Travel: No travel unless we send you to training at one of our suppliers

DXP offers a comprehensive benefits package for full-time regular employees, normally working a minimum of 30 hours per week, including: medical, dental, vision, flexible spending account, paid holidays, life and disability insurance, and additional supplemental benefits. All employees are eligible to participate in the 401(k) plan.

Salary is commensurate with experience. Except where prohibited by state law, all offers of employment are contingent upon successfully passing a drug test. DXP is an equal opportunity employer and participates in E-Verify. EOE/M/F/D/V.

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