Summary
Overview
Work History
Education
Skills
Accomplishments
Timeline
Generic

Charmain Matthews

Aiken

Summary

Detail-oriented Document Control Coordinator with five years of experience managing document workflows and ensuring compliance with industry standards. Expertise in maintaining accurate records for multi-million dollar machinery with stringent EN requirements for weldments, hardware, and components. Proficient in document control systems, version tracking, and regulatory documentation, while fostering collaboration across departments to support engineering, quality, and project teams. Committed to upholding document integrity, confidentiality, and accessibility in fast-paced environments.

Overview

25
25
years of professional experience

Work History

Document Control Coordinator (Full Time) – Quality Department

Harsco Rail
01.2020 - Current
  • Maintain and update document control procedures and ensure documents comply with internal and external requirements.
  • Coordinate the distribution and retrieval of controlled documents including SOPs, drawings, specifications, and engineering records.
  • Track revisions and maintain accurate version histories and document logs.
  • Collaborate with cross-functional teams to support project documentation needs and ensure timely submission of deliverables.
  • Support internal and external audits by providing required documentation.
  • Implemented electronic document management systems to streamline documentation retrieval and storage.
  • Developed and maintained comprehensive filing systems for efficient tracking of project documents.
  • Assisted in training staff on best practices for document handling and compliance procedures.
  • Coordinated document control processes ensuring compliance with quality standards and regulatory requirements.
  • Conducted regular audits of documentation to ensure accuracy and completeness across projects.
  • Collaborated with cross-functional teams to enhance workflows related to documentation processes.
  • Led initiatives to improve efficiency in document processing, reducing turnaround times for approvals and reviews.
  • Scanned, filed and transmitted various documents and adhered to digital filing procedures.
  • Evaluated current document processes, suggested methods for change and implemented successful improvements.
  • Checked blueprints and drawings for accuracy and completeness.
  • Reduced processing time for new documents by creating standardized templates, promoting consistency and clarity in all company materials.
  • Maintained accurate records by consistently updating the document management database, ensuring easy access to all necessary documents.
  • Contributed to successful audits by maintaining complete and organized documentation archives, demonstrating adherence to industry regulations and internal guidelines.
  • Expedited retrieval of archived files for legal matters or audits through effective indexing methods and diligent record-keeping practices.
  • Established clear document retention schedules in accordance with industry guidelines and company policies, minimizing unnecessary storage costs while ensuring access to vital records.
  • Assisted project managers with preparation of key documentation for internal and external stakeholders, enabling timely delivery of project updates and progress reports.
  • Coordinated with vendors to ensure timely delivery of critical documents needed for ongoing projects or legal proceedings.
  • Streamlined the flow of information within the organization by serving as a liaison between departments for documentation needs.
  • Improved interdepartmental communication and collaboration by conducting regular training sessions on document control procedures.
  • Supported project teams in meeting deadlines by efficiently managing document revisions and distribution processes.
  • Helped maintain a culture of continuous improvement through regular evaluations of existing processes and identification of areas requiring optimization or modification in document control practices.
  • Coordinated document exchange between departments, contractors, suppliers, and customers.
  • Carefully reviewed all documents and reports for completeness and accuracy.
  • Maintained document archive and file server of approved documents and drawings to provide easy traceability and retrievability.
  • Monitored due dates and deadlines and worked to submit all documents on time or early.
  • Transmitted documents, organized revisions and tracked changes.
  • Managed regulatory requirements and audit support needs by completing and submitting accurate paperwork.
  • Identified areas of weakness and recommended or implemented process improvements such as obsolete parts, scrapping of material and inspection of safety critical parts haven all the EN certifications.
  • Identify raw materials have a mill test report to meet welding requirements for EN 15085.

Document Administration Clerk (Part-Time) - Quality Department

Kudzu Temp at Harsco Rail
08.2019 - 01.2020
  • Managed company controlled documents while also ensuring accuracy, quality, and integrity.
  • Organize and track the flow of documents.
  • Oversee the proper maintenance and distribution of all documents and record retention policies.
  • System record retention with correct and current required documentation.
  • File migrations and audits, and perform administrative tasks as needed.
  • Perform process audits to ensure accuracy of all controlled documentation.
  • Change notification process as it pertains to documentation updates.
  • Participate as needed in corrective/preventive actions items and their investigations.
  • Interact with superiors, team members, and all departments on special projects.
  • Assisted in scheduling meetings and preparing necessary documentation.
  • Implemented efficient data entry practices to enhance information retrieval.
  • Trained new staff on administrative procedures and company policies.
  • Supported project management efforts by tracking deadlines and deliverables.
  • Handled incoming phone calls and answered questions from callers.
  • Established and maintained standard office procedures to achieve demanding targets.
  • Reduced errors in data entry tasks through diligent attention to detail and thorough verification procedures.

Manufacturing Engineering Process Analyst (Temp Assignment)

Kudzu Temp at Harsco Rail
03.2019 - 07.2019
  • Review design engineering item data on a bill of material for unit of measure, quantity for specific items, routing changes and updates with manufacturing engineer.
  • Monitor RView design releases for proper revision levels and drawing changes or updates for the manufacturing engineering department.
  • Apply or remove proper signal codes in LN
  • Notify relevant departments of forthcoming changes such as cross reference/obsolete items, acceptable replacement items and cost control completion.
  • Unit of measure on item changes, part set-up to manufactured or purchase item changes, planner code updates, and set up of manufacture items.
  • Advised design engineering to update item data in Team Center for correct data transfer to LN.
  • Track LN activity for needed location designation, stock disposition, scrap tickets, rework orders and shop orders. Liaised with Global Commodity Managers to update purchase cost and purchase coded on an item.
  • Assist in releasing of orders and disposition signal codes in LN upon completion of manufacturing engineering processes.
  • Trouble shoot for needed item set up with design engineers.
  • Analyzed operational workflows to identify inefficiencies and recommend process improvements.
  • Conducted root cause analyses to pinpoint underlying problems within existing processes, enabling targeted improvements.
  • Pinpointed cost-effective process improvements through simulation of potential process alterations, discovering optimal enhancements without interrupting live production efforts.
  • Reduced operational costs with thorough analysis of existing processes, recommending cost-effective changes.
  • Conducted walk-through demonstrations of proposed process changes.

Human Resource Specialist

SRP Federal Credit Union
07.2000 - 02.2019
  • Administered employee leave requests in accordance with FMLA guidelines, maintaining compliance with regulations while providing necessary accommodations for staff members.
  • Coordinated employee training programs to boost skills development and improve overall performance.
  • Implemented employee recognition programs, fostering a positive work environment and increased retention rates.
  • Facilitated smooth onboarding processes for new hires, leading to faster integration into the workplace culture.
  • Ensured compliance with federal, state, and local labor laws through regular audits and policy updates.
  • Fielded employee inquiries related to insurance, pension plan, vacation, sick leave and employee assistance.
  • Monitored employee attendance and performance, addressing issues in accordance with company policies and procedures.
  • Processing and managing payroll over a million dollars
  • Human Resources state and federal regulations for Georgia and South Carolina, compensations and yearly audits
  • Developed and implemented recruitment strategies to attract top talent for various positions.
  • Conducted routine HR audits to ensure data accuracy in personnel files, payroll records, and benefit enrollments.
  • Enhanced employee satisfaction by implementing streamlined HR policies and procedures.
  • Led open enrollment periods for health insurance coverage options, assisting employees in making informed decisions regarding their benefits selections.

Education

Associates Degree - Business Administration

Joubert Park Technical College
Johannesburg, SA
01.1991

Skills

  • Strong attention to detail while managing multiple tasks
  • Document auditing
  • Accurate data input
  • Structured document arrangement
  • Management of electronic records using SharePoint
  • Proficient in UltiPro and Ceridian payroll systems
  • Experienced with Adobe and Microsoft software
  • Project assistance
  • Experience with LN, RView, QMS, HCR, and NCR
  • Clear and concise communication

Accomplishments

    Graduate of SRP Federal Credit Union Leadership Program - 2017

Timeline

Document Control Coordinator (Full Time) – Quality Department

Harsco Rail
01.2020 - Current

Document Administration Clerk (Part-Time) - Quality Department

Kudzu Temp at Harsco Rail
08.2019 - 01.2020

Manufacturing Engineering Process Analyst (Temp Assignment)

Kudzu Temp at Harsco Rail
03.2019 - 07.2019

Human Resource Specialist

SRP Federal Credit Union
07.2000 - 02.2019

Associates Degree - Business Administration

Joubert Park Technical College

Similar Profiles

CREATE PROFILE
Charmain Matthews