What You'll Do
Manage and maintain all project documentation in accordance with contract requirements, customer specifications, and internal quality standards
Create, issue, and maintain project documentation logs (submittals, RFIs, transmittals, drawings, O&M manuals, test reports, etc.)
Track and manage document revisions to ensure version control, maintaining up-to-date records accessible to project stakeholders
Review and interpret contract documentation to identify documentation deliverables, milestones, and compliance requirements
Coordinate with Project Managers and Sales Teams to ensure all submittal and documentation requirements are met per customer and OEM expectations
Ensure adherence to document retention policies and proper close-out documentation for project completion
Serve as the primary liaison between internal purchasing, OEMs, and project teams to monitor and expedite material orders
Develop and maintain expediting logs to track order status, production milestones, inspection schedules, and shipment details
Proactively identify potential delays and implement mitigation plans to keep projects on schedule
Coordinate with logistics and warehouse teams for inbound deliveries, receiving, and material readiness for job site delivery
Generate regular expediting reports to communicate status and risks to project stakeholders
Coordinate directly with customer document control teams and project engineers for submittal review, approvals, and revisions
Manage OEM documentation deliverables, such as drawings, data sheets, and QA/QC certifications
Support technical alignment between project specifications, OEM documentation, and customer submittal requirements
Maintain professional relationships with key OEM partners and act as a single point of contact for documentation and expediting matters
Manage project documentation and billing processes through customer online portals (e.g., Ariba, Oracle, Coupa, Aconex, Procore, etc.)
Upload and track invoices, submittals, and project updates in compliance with customer digital workflows
Ensure all required documentation accompanies billing submissions to prevent payment delays
Monitor portal notifications for action items, rejections, or additional documentation requirements
Implement standardized document control and expediting procedures across all projects
Conduct periodic audits of documentation and expediting performance for continuous improvement
Support ISO or quality management system initiatives through structured documentation and reporting
Provide training and guidance to project coordinators or support staff on document control best practices
Other duties as assigned
Job Duties Disclaimer
The information contained in this job description is intended to describe the essential job functions required of those assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, knowledge, skills, and abilities needed to perform the job. Please note that management retains the right to assign or reassign duties and responsibilities to this job at any time. The ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrate commitment to effective customer service delivery, integrity, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Rexel USA.
Qualifications
What You'll Need
5+ years of experience in document control, expediting, or project coordination — ideally within electrical distribution, industrial construction, or OEM supply environments
Familiarity with EPC project documentation, industrial construction workflows, and electrical distribution materials
Demonstrated experience managing complex documentation requirements across multiple projects and customers
4 Year / Bachelor's Degree - Required
Business Administration, Supply Chain Management, Engineering, or related field (preferred
Knowledge, Skills & Abilities
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and document control software (e.g., SharePoint, Aconex, Procore, Asite, or similar)
Working knowledge of ERP systems (e.g., SAP, Epicor, JD Edwards, or similar)
Strong understanding of supply chain and logistics principles, including purchase order management and expediting cycles
Experience with customer billing portals and compliance systems (Ariba, Coupa, Oracle iSupplier, etc.)
Exceptional attention to detail and organizational skills
Strong communication and coordination abilities across multiple teams and stakeholders
Ability to manage multiple priorities and deadlines in a fast-paced, project-driven environment
Analytical mindset for problem-solving and proactive risk management
Professional demeanor with customer-focused approach
Additional Information
Physical Demands
Sit: Must be able to remain in a stationary position - Occasionally – up to 20%
Walk: Must be able to move about inside/outside office or work location - Occasionally – up to 20%
Use hands to finger, handle, or feel: Operates a computer and other office machinery - Constantly – at least 51%
Talk, hear, taste, smell: Must be able to use senses to effectively communicate with co-workers and clients and detect hazardous conditions - Frequently – 21% to 50%
Working Environment
Travels to offsite locations - Occasionally – up to 20%
Rexel USA (A VEVRAA Federal Contractor), and its affiliated companies, is an EEO/Disabled/Veterans employer. All qualified candidates will receive consideration for employment without regard to any characteristics protected by law.
Our Benefits Include
Medical, Dental, and Vision Insurance
Life Insurance
Short-Term and Long-Term Disability Insurance
401K with Employer Match
Paid vacation and sick time
Paid company holidays plus flexible personal days per year
Tuition Reimbursement
Health & Wellness Programs
Flexible Spending Accounts
HSA Accounts
Commuter Transit Benefits
Additional Optional Insurance such as Pet Insurance, Legal Assistance, Critical Illness, Home and Auto Insurance to name a few.
Employee Discount Programs
Professional Training & Development Programs
Career Advancement Opportunities – We like to promote from within
Our goal is to create a workplace where everyone feels respected, valued, and empowered to succeed as we understand that our success and innovation is enhanced by an inclusive and diverse workforce.
Rexel USA (A VEVRAA Federal Contractor), and its affiliated companies, is an EEO/Disabled/Veterans employer. All qualified candidates will receive consideration for employment without regard to any characteristics protected by law.
