COMPLIANCE DOCUMENTATION SPECIALIST

POSITION SUMMARY

The Compliance Documentation Specialist is responsible for reviewing, preparing, maintaining, and submitting documentation associated with customer orders at Mid-State Aerospace, Inc. (MSA).

The position ensures required quality and compliance documentation is accurate, complete, properly controlled, traceable to applicable purchase order and contract requirements, and submitted through the appropriate customer portal or document management system within required timeframes.

Reporting to the Quality Manager, this position works closely with Quality, Supplier Quality, Customer Service, Purchasing, Production, and Shipping to ensure documentation, certification, inspection, labeling, packaging, and other customer requirements are satisfied prior to shipment.

BENEFITS

• Vision/Dental - $5 to participate in these coverages

• Life Insurance - Company paid

• Medical Insurance - The company pays $300 of the monthly premium for the employee

• Paid Vacation

• Holiday Pay

• 401K - Company Matching

KEY RESPONSIBILITIES

Documentation & Customer Compliance

• Review purchase orders, contracts, specifications, and customer requirements to determine applicable documentation, certification, inspection, labeling, packaging, and submission requirements.

Verify that documentation accurately reflects applicable purchase order numbers, part numbers, revision levels, lot/batch numbers, serial numbers, quantities, and other required traceability information.

• Prepare and organize documentation packages including Certificates of Conformance, supplier/manufacturer certifications, material certifications, inspection/test reports, FAIRs, traceability records, special-process certifications, source inspection records, Critical Safety Item documentation, and customer-specific forms.

• Identify missing, incomplete, inaccurate, or nonconforming documentation and coordinate resolution with Quality and other responsible personnel.

• Maintain accurate records in accordance with company procedures, customer requirements, and applicable quality requirements.

Customer Portals & Submission Management

• Upload required documentation into customer portals and document management systems.

• Monitor submission deadlines and ensure required documentation is completed and submitted prior to shipment or within contractual timeframes.

• Confirm successful submissions and maintain appropriate submission records.

• Review, correct, and resubmit rejected, incomplete, or inaccurate documentation.

• Maintain familiarity with documentation and portal requirements for key MSA customers.

Supplier Quality & Shipment Support

• Coordinate with Supplier Quality Engineers regarding source inspections, supplier requirements, and Critical Safety Item requirements.

• Assist in obtaining required supplier certifications, inspection records, and traceability documentation.

• Perform final documentation reviews to verify required records and customer submissions are complete prior to shipment.

• Coordinate with Quality and Shipping when documentation or compliance requirements have not been satisfied.

• Proactively identify and escalate documentation issues that could effect on-time delivery.

Order, Transportation, Packaging & Labeling Support

• Process and coordinate order expedites, order status updates, and changes to open orders.

• Monitor open orders for documentation, inspection, packaging, or transportation issues affecting scheduled delivery.

• Coordinate transportation arrangements and follow up on transportation issues to support on-time delivery.

• Create and apply labels for exterior packaging and bags in accordance with customer and company requirements.

• Verify label information for accuracy and compliance.

• Monitor and maintain inventory levels of labels and related packaging materials.

Record Control & Audit Support

• Maintain confidentiality and proper control, handling, and retention of customer, supplier, and company information.

• Follow established document-control and revision-control procedures.

• Support internal, customer, and regulatory audits by retrieving, organizing, and providing required records.

• Maintain documentation in a manner that permits efficient retrieval and demonstrates appropriate product and order traceability.

• Perform other quality, compliance, documentation, and administrative duties as assigned.

SKILLS & COMPETENCIES

• Exceptional attention to detail and commitment to documentation accuracy.

• Strong data-entry, recordkeeping, and document-management skills.

• Effective organization, time-management, and prioritization skills.

• Ability to manage multiple priorities while maintaining accuracy and meeting deadlines.

• Ability to follow direction, achieve established targets, and work efficiently with appropriate supervision.

• Ability to read and understand purchase orders, customer requirements, certifications, and related documentation.

• Basic understanding of quality management systems, document control, revision control, and traceability.

• Proficient computer skills and ability to learn customer portals, ERP systems, quality systems, and document management applications.

• Proficiency with Microsoft Office, email, PDF tools, shared files, telephone conferencing, and general business applications.

• Effective written and verbal communication and ability to work collaboratively across departments.

QUALIFICATIONS

Required

• High school diploma or equivalent.

• Strong attention to detail, organizational, computer, data-entry, and recordkeeping skills.

• Proficiency with Microsoft Office and general computer applications.

• Ability to read and follow written procedures, purchase orders, customer instructions, and documentation requirements.

• Ability to manage multiple assignments and deadlines in a fast-paced environment.

Preferred

• Associate degree, technical education, or equivalent relevant experience.

• Experience in aerospace, defense, manufacturing, distribution, quality assurance, document control, customer service, or another regulated industry.

• Experience reviewing Certificates of Conformance, material certifications, inspection reports, or similar quality records.

• Familiarity with AS9100 and AS9102 requirements.

• Experience with customer portals, ERP systems, or electronic document management systems.

• Familiarity with aerospace products, material, lot/batch, and serial-number traceability.