Documentation Management Systems Specialist The primary purpose of this role is to ensure all aspects of our Documentation Management Systems are compliant, accurate and efficient. Areas of Responsibility / Tasks: Act as the main liaison between Sales Representatives/Customer Services Representatives and Suppliers to handle regulatory related documentation inquiries submitted by Customers Collecting Certificate of Analysis(COA) and Certificate of Origin(COO)/Free trade agreements (FTAs) from vendors via electronic file and filing these documents for reference and distribution Creation of unique documentation based on information as provided by the vendors Manage all regulatory requests, receiving, qualifying, and fulfilling customer requests for certifications and other documents in a timely manner Maintain the vendor regulatory contact list Create documentation as requested while ensuring that the appropriate back up is recorded to ensure legal and regulatory compliance Partners with tech team for any additional requests or data Provide statements as confirmed by the manufacturers for unique absence of substance requests Record all regulatory requests in a log that can be easily referenced, organizing and archiving FTA and COA documentation to ensure we have an efficient retrieval system Analyzing documentation requests to ensure that we should be providing the requested documents Escalate complicated or high-risk regulatory document requests to the Supervisor or Manager as needed Requesting and analyzing vendor backup documentation as deemed necessary in order to fulfill documentation requests Analyzing reports to be proactive on requesting missing documentation Verifying that backup documentation is received as required for various requests Track data in spreadsheets and produce quarterly analysis or as often as requested by the Supervisor/Manager Responsible for gathering, uploading, and maintaining product related information and documents to Ravago's proprietary data management system. Back up to Product Coordinator's buying duties during PTO and overflow. Play a key role in supporting the continued development of Ravago's proprietary data management system and online portal Present opportunities for improvement of current processes All other duties assigned by Supervisor or Manager
Minimum Qualifications / Education / Certifications:- Bachelor Degree is preferred (a focus in Business or Supply Chain preferred).4 years of business related experience preferred
- Must possess excellent interpersonal and problem solving skills.
- Excellent written and verbal communication.
- Detail oriented and ability to prioritize.
- Knowledge of commercial operations
- Good analytical and problem solving skills
- Innate sense of urgency that provides proactive and consistent work
- Proficient in Microsoft Excel, Word, Adobe file creation & management.
- Maintains professional presentation, attitude, and behavior toward others
Acknowledgement:
This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of knowledge, skill and ability commensurate with their job title and level within the organization.
NOTICE TO APPLICANTS:
Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.
