Job Description

Job Summary

We are seeking a detail-oriented and highly organized Document Specialist to join our team. In this vital role, you will be responsible for managing, maintaining, and ensuring the accuracy of critical documentation across various departments. Your expertise will help uphold our quality management standards and ensure compliance with industry regulations. You will play a key role in streamlining document workflows, supporting data management initiatives, and maintaining rigorous records management practices to support operational excellence and continuous improvement.

Job Title: Documentation and Approvals Specialist

Reports To: Quality Assurance Manager

FLSA Status: Exempt

Department: Quality Assurance

Overall Purpose and Position Objective:

Cross functional coordination between Engineering, Quality Assurance, Production, and 3rd party approval bodies. Evaluate markets to determine what agency approval is needed, determine what testing standards are applicable, prepare and submit application packages, renewals and change reports, monitor drawing revisions, scheduling functions, and lead approval body audits.

Support the Design and Process Control functions through creation, review boards, revision, and development of documents within an ISO9001 Quality Management System. Coordinate routing of in-process documents and revision control using paper based or electronic means.

Maintains and enforces adherence to meet the requirements of the ISO9001 Quality Management System as well as the Marine Equipment Directive (MED) and the Pressure Equipment Directive (PED).

Supports Quality Assurance functions as needed including technical writing of procedures and work instructions, revision control, training/development of personnel, processing of Document Change Notices, monitoring Engineering Change Notices, and facilitating Supplier Approvals; supports basic receiving inspection functions as related to approval body requirements.

Primary Responsibilities:

Approvals Specialist

Acquire new and maintain existing 3rd Party Type Approvals, Approval letters, labeling agreements, Approval certificates and permits; assuring renewal dates remain current, while coordinating processes to remain in compliance.

Prepare, coordinate, schedule, and lead external 3rd Party Approval Body audits, independently and with good decorum through completion and filing of records/reports. Perform plant tours and brief auditors on products and manufacturing processes, prepare reports for presentation.

Provide training and audit preparations for employee certifications to 3rd Party Approval requirements such as the European directives.

Oversee the use and compliance of 3rd party approval marks displayed on product labeling.

Work closely with engineering to develop and submit 3rd Party Approval Agency change reports.

Analyze the effect of revisions to drawings and user manuals relevant to existing approvals.

Administer agency approval guides with the UL Follow Up Service Procedure, FM Commercial Item Listing, and ABS Design and Manufacturing Assessments, or others as required.

Update internal and verify external certified drawing lists against various approval bodies.

Acquire and renew DOT Special Haz Mat Shipping Permits and Haz Mat Certification of Registration. Report required shipping information and incidents to DOT.

Coordinate closely with Engineering to obtain laboratory testing quotes, submit purchase requests, and schedule vendors relevant to the Approvals process.

Assist Procurement with maintaining supplier item approvals and acquisition of various certificates.

Inform customer support and sales of any applicable Approvals changes.

Collect financial data for 3rd party expenses to report and analyze ROI.

Documentation Specialist

Develop, evaluate, and approve administrative aspects of design changes, specifications, drawing releases, and perform accurate revision control in compliance with Quality and Engineering. principles, company standards, customer contract requirements, and other regulations in an ISO9001-based Quality Management System.

Monitor quality of Engineering Change Notice packages, serving as a liaison between all departments. Review each package for accuracy and approval requirements to log results for metrics reporting and performance analysis. Supports cross-functional development by participating in Engineering Review Boards and highlighting any regulatory impacts.

Technical writing of Design, Instruction, and Operation Manuals.

Development of Quality Assurance, Engineering, and Manufacturing procedures/work instructions, sourcing technical input while ensuring compliance language(s) and formatting remain consistent.

Review bill of material revisions to warrant accuracy.

Creation and processing of Documentation Change Notices, validates document control compliance.

Create PowerPoint presentations and coordinate/document training of personnel for newly developed and existing procedures.

Assist Engineering with the development of testing procedures for First Article Inspection, Factory Acceptance Testing, and in-house product verification relevant to 3rd party requirements.

Promote audit-based methodologies through performance of internal audits while developing other personnel within the audit program.

General Responsibilities:

Follow all safety rules and regulations.

Perform and/or witness in-house product verifications to record and analyze results.

Prepare interim and completed project reports.

Maintain applicable ERP functions relevant to revision control.

Works closely with all departments including Quality Assurance, Purchasing, Manufacturing, Sales, and Customer Support to plan, control, and assure product and process quality through the use of multiple measurement disciplines.

Complete independently and utilize assigned project personnel to support specific phases or aspects of projects. This includes procedural studies, Approval Body design integration, as well as aiding in preparation of specification/technical plans used during product testing.

Plans and schedules independently based on department priorities. Expected to work in a self-directed manner and with a focus on attention to detail.

Coordinates activities concerning technical developments, scheduling, audit preparation, and resolution of any corrective actions resulting from 3rd party approval body audits.

Educational Requirement:

Documented education, relevant on-the--job experience, or specialized training supporting the critical aspects of this role will be considered.

Experience/Skills Required:

Minimum of 5 years' experience (preferred) in a Technical Writing role or a demonstrated record of success in one or more of the following functional areas: new product development, international certification to specifications and directives, and/or continual improvement and development in an ISO9001 Quality Management System.

Solid understanding of Quality Management System principles. This role must be able to demonstrate, document, and implement actions in accordance with international, domestic, and customer or other specific standards.

Adeptness to consult with engineering, manufacturing, and quality personnel throughout all stages of a product lifecycle for technical support as needed.

Demonstrated ability to interpret technical information and translate into plain language for various audiences, read specifications, prepare instruction manuals, analyze technical data/designs, and/or specifications as they relate to new product development or certification requirements.

Cross-functional experience interfacing with Engineering, Quality Assurance, and Production to plan, control, and assure product/process quality through use of multiple technical disciplines and reporting techniques.

Proven attention to detail and solid communication skills, both verbal and written.

Personal computer knowledge: Microsoft Teams, Word, Excel, Project, Power Point, and Enterprise Resource Planning Software.

Experience/Skills Preferred:

Knowledge of importing and exporting standards worldwide. Specific knowledge with harmonized and European Flag State directives specific to PED(CE) and MED markings.

Ability to interpret technical information, read specifications, prepare instruction manuals, and analyze technical data, designs, and/or specifications as they relate to new product development or certification.

A background in mechanical or electrical design, testing, and 3rd party approval documentation.

Application of Lean Manufacturing Techniques.

Computer knowledge of Enterprise Resource Planning (ERP) software.

Functional experience with Underwriters Laboratory (UL), Factory Mutual (FM), US Coast Guard (USCG), Department of Defense (DoD), Department of Transportation (DOT) or 49CFR (Code of Federal Regulations) or other similar certification requirements.

Experience in Marine application Fire Extinguishers and Fire Suppression Systems a plus.

Experience or certification as an Internal Auditor.

Knowledge of production and inspection related activities and/or methodologies.

Physical Demands and Conditions:

Position is not physically demanding and spends more than 60% of the time sitting.

Manual dexterity to perform simple receiving inspection actions with appropriate tools.

Critical Thinking Requirements

[DK1] [TM2]

Must be able to understand and carry out complicated oral and written instructions with a minimum amount of supervision, while promoting a harmonious relationship between all departments.

Able to quickly adapt and react to change, productively handling other essential tasks as assigned.

Ability to process multiple projects simultaneously.

Must have good communication skills and be able to make presentations related to reporting.

Must have good analytical ability and understanding of technical processes.

Attention to detail is required, with an ability to make judgements based on supporting facts.

Employee must be able to work both alone and as a member of a cross-functioning team.

Job Type: Full-time

Pay: $47,517.00 - $54,236.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off Vision insurance
Work Location: In person