Facilities & Documentation Coordinator

Warn Automotive, part of Vehicle Service Group is a world leader in driveline disconnect technology. Our heritage comes from making WWII surplus Jeeps easier to drive on the road with the first unlocking hubs. We continue today by making disconnects for cars, trucks, and SUVs around the world. These trusted technologies come from years of innovation and listening to our customer's needs. We have a bright future ahead so come join our growing team at Warn Automotive.

Company Overview:

Warn Automotive can trace its beginning back to 1948, when Arthur Warn invented the first disconnecting four-wheel-drive hub for surplus World War II vehicles. Since that time, our products have continued to lead the industry with a history of innovation in Powertrain Disconnect technology.

Almost 75 years later, our products are sold to OEMs around the world, enhancing the performance, traction and capability of their vehicles while reducing fuel consumption and emissions to create a more mobile and efficient future.

Operating from our headquarters and manufacturing facility in Milwaukie, Oregon and our customer support center in Livonia, Michigan, Warn Automotive is proud to be part of Vehicle Service Group (VSG) a Dover Company.

Position Summary:

Under limited supervision, duties include clerical duties, maintain spare parts program, production process problem-solving and coordination, project planning/facilitation, acting as a key resource for maintenance work order system, and customer support to both internal and external customers, which could include OEMs, distributors, dealers, and consumers. This role also manages the document control process and development in support of Warn Automotive and its Quality Management System (QMS). Performs a variety of semi-routine clerical duties of moderate complexity, requiring the exercise of some discretion and judgment.

Essential Job Functions Include:

• Facilities Coordination:

  • Drafts and implements preventative maintenance programs for buildings and equipment.

  • May participate in process development activities with facilities leadership.

  • Performs complicated reconciliation and control functions, and compiles special studies where data analysis is required.

  • Review and analyze trends in repairs and service requests and recommend appropriate schedules.

  • Ensures safety standards are followed throughout the facility. Maintains physical space, ensuring a safe, clean, and functional environment.

  • Acts as liaison between employees and any outside contractors needed to resolve specialized problems.

  • Participates in emergency preparedness planning team.

  • Applies or assists with the application for required environmental permits.

  • Maintains inventory of supplies and spare parts organization; reorders as needed.

  • Serves as Subject Matter Expert of Maintenance Database Software.

• Schedules and communicates with cross-functional teams for complex tasks, often on short notice.

• • Understands and tracks common KPIs to report to management.

  • Places purchase orders with suppliers via credit card or system-generated purchase order.

  • Reviews material requirements and recommends and/or takes appropriate purchasing actions.

  • Ensures assigned equipment is in proper working order and available for use.

• Documentation Coordination:

  • Oversees documentation, maintains and updates records, and may provide training to employees of all departments as per Warn Automotive's QMS.

  • Maintain and improve (when applicable) document control process.

  • Support and participate in the Quality Management System, ensuring compliance with IATF and ISO. Participate in audits.

  • Responsible for creating, maintaining, and updating QMS documents as required while adhering to the company's document management system and ensuring revision control of documents. Responsible for maintaining complex files, keeping records, documentation, etc.

  • Will work on types of documents to include but not limited to work instructions, process control instructions, TPM instructions, engineering charts, safety documents, Quality & Environmental Manuals, Quality & Environmental Procedures, HazCom Program Manuals, engineering drawings, supplier quality manuals, operations sheets/forms.

  • Maintain revision control on all items in the change management scope.

• Operate general business machines such as personal computers, copier, or other machines to complete duties

• Responsible for prompt and regular attendance as scheduled.

• Accountable for Sarbanes-Oxley compliance in assigned areas. Responsible for the design and operating effectiveness of internal controls, including a self-assessment and report to management.

• Accountable for developing and monitoring processes and practices necessary for legal and ethical compliance in assigned areas.

• Work safely and without injury.

• Responsible for prompt and regular attendance as scheduled.

• Performs other various duties as may be assigned.

Education and/or Experience:

• High school diploma or GED required. Associate's degree preferred.

• 3-5 years experience in Administration or Facilities role

• Experience in a manufacturing environment required.

Required Qualifications, Skills and Abilities:

• Strong oral and written communication skills commensurate with the job tasks and position necessary to communicate clearly and effectively with internal and external customers while providing exceptional quality of work and outstanding customer service. Ability to present information in a manner designed to educate or inform other team members and customers in one-on-one or group interactions as directed.

• Must have well-rounded knowledge of the practices, tools, equipment and materials used in light manufacturing.

• Understanding of safety codes.

• Must possess reading, writing and computational skills necessary for process documentation and data analysis and presentation dashboards.

• Ability to work collaboratively and maintain effective working relationships with co-workers, customers and visitors.

• High degree of problem solving ability.

• Ability to work with minimal supervision.

• Ability to work collaboratively and maintain effective working relationships with co-workers, customers and visitors.

• Excellent communication, interpersonal and customer service skills.

• Ability to facilitate activities necessary to a project's completion.

• Proficiency with MS Office (Outlook, Excel, Word, PowerPoint).

• Develop, improve, and maintain document control process.

• Support and participate in the Quality Management System, ensuring compliance with IATF and ISO. Participate in audits.

• Responsible for creating, maintaining, and updating QMS documents as required while adhering to the company's document management system and ensuring revision control of documents. Responsible for maintaining complex files, keeping records, documentation, etc.

• Will work on types of documents to include but not limited to: work instructions, process control instructions, TPM instructions, engineering charts, safety documents, Quality & Environmental Manual, Quality & Environmental Procedures, HazCom Program Manual, engineering drawings, supplier quality manuals, operations sheets/forms.

• Must be enthusiastic about adopting Warn Automotives' Core Values: Collaborative Entrepreneurial Spirit, Winning Through Customer Focused Innovation, Respects and Values People, Expectations for Results, and High Ethical Standards, Openness, and Trust.

• Strong interpersonal and conflict resolution skills including ability to work efficiently in a fast-paced work environment while maintaining a calm, rational and respectful demeanor and communication style in times of stress occasioned by work demands, tight timelines, heavy production expectations, unexpected quality control issues, and other work-related issues or concerns that may cause a heightened level of anxiety, frustration, anger, disappointment, confusion, etc.

• Enthusiastic adoption and consistent demonstration of Warn Automotive's Core Values" COllaborative Entrepreneurial Spirit, Winning Through Customer Focused Innovation, Respects & Values People, Expectations for Results, High Ethical Standards, Openness and Trust.

• Strong technical, trouble-shooting, problem solving, research, organizational and analytical skills, combined with the ability to prioritize tasks and meet established deadlines. Ability to multitask is also essential while remaining flexible with changing priorities and deadlines.

• Well-reasoned decision making with a high attention to detail regarding organization, planning, work flow, and project prioritization to ensure tasks are completed efficiently and accurately.

• Highly ethical, self-motivated individual with ability to work independently and/or with limited direction, as well as cooperatively in a team environment, while consistently demonstrating collaborative, respectful and productive work habits.

Benefits & Perks:

• Medical, Dental, and Vision start on day one of hire

• Fertility Treatment Coverage

• 10 Paid Holidays and a Generous PTO Policy

• 401(k) with Employer Matching, Profit Sharing, and Annual Contributions

• Bonus Plans

• Paid Parental Leave

• Employee Assistance Programs

• Employee Discount Programs

• Career Growth, including Onsite Training and Tuition Reimbursement

Work Culture:

At Warn Automotive, we not only respect diversity, we actively seek it. We have a culture that promotes continuous improvement for our products and our people. We provide learning opportunities to help you take your skills to the next level. We value innovation, integrity and ownership in exceeding the high bar we set for ourselves in delivering for our customers.

The characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties that may be required for this position. Additional duties are performed by the individuals currently holding this or similar positions and additional duties may be assigned.

EQUAL OPPORTUNITY EMPLOYER

We consider several job-related, non-discriminatory factors when determining the pay rate for a position, including, but not limited to, the position's responsibilities, a candidate's work experience, a candidate's education/training, the position's location, and the key skills needed for the position. Pay is one of the Total Rewards that we provide to compensate and recognize employees for their work.

All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, genetic information, or any other factors prohibited by law.