Document Coordinator

Staines upon Thames Source: WhatJobs

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About Us

Det-Tronics is a global technology leader in industrial life safety, delivering advanced flame and gas detection, automation control and hazard mitigation solutions that help save lives, protect valuable assets and safeguard critical operations. With more than 50 years of experience, we serve mission-critical environments across offshore and onshore energy, gas turbines, clean energy, and industrial and defense markets. Our engineering expertise, rigorously tested products and global service capabilities help customers address complex safety challenges in some of the world’s most demanding environments. At Det-Tronics, our work has a clear purpose: advancing life safety technology to protect people, preserve assets and support reliable operations around the world.

About Us

The Opportunity

Reporting to the Global Customer Service Manager, this role provides support for all customers by ensuring that all documentation requirements are met and emailed or uploaded to customer’s portals accurately and timely.

Working in a busy department which represents the heart of the business and manages all customer orders, shipping and invoicing related to orders received from our regional sales offices based in the UK, Europe and Middle East.

Key Responsibilities

Document management: Receive, register, organize, file, and maintain documents such as reports, procedures, specifications, contracts, and correspondence.
Document control: Ensure documents have the correct document numbers, revision numbers, dates, status, and approvals before they are distributed to customers.
Distribution: Send or upload to customer portals and sites documents and drawings.
Revision control: Maintain the latest approved versions and prevent outdated or superseded documents from being used.
Document registers: Maintain document logs/registers and track submissions, approvals, revisions, and outstanding documents.
Transmittals: Prepare and record document transmittals when documents are formally submitted or issued.
Electronic document systems: Upload, download, organize, and retrieve documents using Microsoft or IT provided systems.
Quality checks: Check documents for correct formatting, numbering, signatures, approvals, and other requirements before submission.
Coordination: Follow up with other departments regarding overdue or missing documents.
Confidentiality: Control access to confidential or sensitive documents and maintain proper security.
Archiving: Maintain electronic and physical filing systems and archive completed project documents according to company procedures.
Reporting: Prepare reports showing document status, pending approvals, overdue submissions, and revision history.
Compliance: Ensure documentation follows company procedures, client requirements, quality standards, and applicable ISO requirements.

Required Qualifications:

Computer literate with a good working knowledge of Microsoft applications, PDF handling
Numerical accuracy
Articulate, good written and verbal communication
Accurate, good attention to detail
Ability to prioritize, manage multiple tasks
Team player and able to work on own initiative

Preferred Qualifications

Positive, enthusiastic attitude
Flexible to changing priorities
Able to manage situations so they don’t become stressful
Friendly and approachable
Supportive to all team members
Co-operative and collaborative with all team members
Self-awareness to modify and choose appropriate behavior to positively influence a situation
Confidence to express ideas and thoughts on situations or events
Able to build positive relationships, rapport built on mutual trust