Document Control Coordinator - Seasonal

This is a seasonal position lasting from April to August/September

Document Control Coordinator

At First Class Moving Systems, an agent for North American Van Lines, our mission is to provide quality-focused, customer-centric household goods and commercial moving services that are superior to the competition.

First Class is rapidly growing due to its use of technology and dedication to continuous improvement in the relocation arena. Our standard practices distinguish First Class from the competition and make us the agent of choice for household goods moving services and specialized transportation solutions.

Our team and global partners seamlessly handle everything from household goods moving, office and industrial moving, international relocation and freight forwarding, storage, special commodities logistics, and asset management using move management software applications. Through our global network of over 1,000 service providers, we handle all of a customer's relocation needs no matter how small or large, on a domestic or international level. We have earned a solid reputation of providing our clients with consistent, high-quality service.

Job Description:

Document control is the process of organizing, tracking, and distributing documents to ensure that the right version is available to the right people at the right time. It's important for maintaining consistency, accuracy, and compliance with regulations and standards. 

Responsibilities:

• Determining required paperwork based on move type, customer, and services performed
• Preparing paperwork packets (electronic or physical) for drivers prior to shipment loading or job start
• Reviewing transportation documents to verify accuracy and completion
• Serving as the single point of contact for drivers to promptly discuss paperwork requirements
• Maintaining the highest level of accuracy in all documents processed, ensuring compliance with regulatory requirements and internal quality standards
• Distributing audited and completed paperwork to proper internal and external recipients

• Establishing efficient processes to monitor incoming emails, promptly handle document scrubbing, and facilitate seamless document flow to the relevant platforms, including MoversSuite, move managers, internal departments, or SISTRS

• Documenting paperwork completion dates in MoversSuite
• Streamlining document flow through the organization
• Assisting operations with paperwork training during driver onboarding and periodic trainings
• Identifying paperwork pitfalls and creating job aids or training to assist drivers and departments with paperwork compliance

• Assisting local operations with the audit at the window for the local drivers including document completion and the reporting of the actual service times compared to the Performance Expectation Schedule

• Obtaining documents as needed from other branches, agents, and third parties
• Obtaining signatures from shippers utilizing DocuSign or by mail
• Entering data into multiple platforms
• Scanning and indexing all documentation in correct systems
• Utilizing document management software
• Providing clerical support including sorting mail, preparing paperwork, mailing checks, scanning and emailing documents and phone coverage
• Responsible for the timely, accurate, and efficient preparation and management of electronic and hard copy documents. 
• Maintaining organized and updated documents
• Ensuring proper and secure storage of hard copy and electronic documents
• Controlling the numbering, sorting, filing, storing, archiving and retrieval of documents
• Ensuring accurate information is distributed throughout the organization
• Ensuring all appropriate team members have access to specific documents
• Spotting errors in documentation

• Complying with federal, state, and company policies, procedures, and regulations
• Other administrative tasks as needed

Qualifications:

• Graduated from an accredited high school or completed high school equivalency certificate.
• 2 years of office or clerical experience with typing and computer skills
• Computer literacy is a must.
• Strong knowledge in Microsoft Office Suite programs and Adobe.
• Knowledge of transportation industry is a plus.
• Must be able to learn new software programs quickly.
• Ability to multi-task and organize workflow to manage daily responsibilities, meet deadlines and prioritize work.
• Excellent attention to detail and follow through.
• A high level of organization and willingness to learn, as well as a team player attitude.
• Skills to communicate directly with customers, co-workers, managers, drivers, and sales personnel.
• Ability to develop and maintain positive working relationships with internal and external customers

Requirements:

• Must have dependable transportation.
• Must pass criminal background check to company standards.
• Must pass pre-employment and random urinalysis drug testing.