Document Management Specialist

Document Management Specialist

About Us: Munters is a global leader in climate solutions for mission-critical processes. We offer innovative, efficient and sustainable solutions for customers in industries where controlling indoor humidity, temperature and energy efficiency is mission-critical. Climate control systems often account for a large percentage of the energy consumption in many of our customers'operations. With an optimal climate system, we can help them to more efficiently use energy or waterresources and thereby reduce their climate and environmental impact. Sustainability is an important part of Munters' business strategy and value creation.We pride ourselves on fostering a dynamic and inclusive work environment where interns are valued members of the team and are given meaningful projects to work on.

We are seeking a detail-oriented and tech-savvy Document Management Specialist to manage and maintain documentation within our software systems, primarily IFS. This role ensures that documents entered into the document control system follow both Munters and ISO standards and is critical to ensuring the accuracy, accessibility, and compliance of controlled documents across the organization. The ideal candidate will have experience with document control processes and systems, a strong understanding of quality standards, particularly ISO 9001, possess strong organizational skills, and be able to handle documents with a high degree of accuracy and confidentiality.

Key Responsibilities:

• Software System:
  • Become the Subject Matter Expert relative to the IFS document management system.
  • Administer and maintain the document management system, ensuring proper organization [folder structure and formats], approvals, versioning, access control, archival.
• Document & Data Management:
  • Manage and monitor the uploading of various types of documents into our application platform, ensuring that all files are accurately categorized.
  • Review, format, and upload documents in accordance with company standards, ISO, and other regulatory requirements.
  • Assist with data and document management related to other IFS modules.
• System Maintenance:
  • Ensure the document management system is up-to-date, user-friendly, and efficient.
  • Troubleshoot any issues related to document uploads and access.
• Internal Collaboration:
  • Work closely with internal teams, internal suppliers and customers, to gather, verify, and upload required documents.
  • Facilitate communication to resolve any issues related to document submissions and to ensure timely document updates and approvals.
• Compliance:
  • Adhere to company policies and external regulatory requirements regarding document management and data security.
  • Monitor document workflows and approval processes to ensure compliance and efficiency.
• Training & Support:
  • Provide training and support to internal users on the document management process and system functionalities.
  • Maintain work instructions related to document management to ensure are adequate.
• Quality Assurance:
  • Perform regular checks to ensure document accuracy and integrity and manage version control to track updates and revisions.
  • Support audits and inspections by providing accurate and timely documentation.
• Reporting:
  • Generate reports and metrics related to document status, compliance, system usage and any risks associated with the document management system compliance.
• Other duties as assigned.

Qualifications:

• Education: Associate's degree in Business, Information Management, or a related field.
• Experience: Minimum of 2-3 years of experience managing/maintaining a document management system.
• Skills: Strong computer skills with proficiency in using document management systems and applications. Strong organizational skills and attention to detail are essential.
• Technical Proficiency: Experience with document management software and applications (e.g., SharePoint, Dropbox, proprietary document management systems). Familiarity with office software (e.g., Microsoft Office Suite, Visio, etc.).
• Communication: Excellent written and verbal communication skills, with the ability to collaborate and interact effectively with team members.
• Knowledge: Understanding of document management processes and data security best practices. Familiarity with and working knowledge of the ISO standards, such as ISO 9001.
• Personal Traits: High degree of integrity, reliability, and ability to handle sensitive information with discretion. Ability to work independently and manage multiple priorities.

BENEFITS:

• Competitive Salary
• Comprehensive health, dental, and vision insurance plans
• Flexible work schedule
• Generous vacation and paid time off
• 401K retirement savings plan with employer matching
• Professional development opportunities, including tuition reimbursement, and conference attendance
• Company-sponsored social events and team-building activities
• State-of-the-art equipment and tools to support your work Equal Opportunity

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

All offers are contingent on a pre-employment drug test and background check, as applicable for the position.