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Documentation Coordinator

4 months ago

Kalamazoo, United States Aldevra Full time
Job DescriptionJob DescriptionDescription:

Job Title: Documentation Coordinator

Location: Kalamazoo, MI

Reports to: Operations Manager

Employment Status: Full-Time

FLSA Status: Non-Exempt

Position Summary: Aldevra is seeking a meticulous and detail-oriented Documentation Coordinator to join our team. The ideal candidate will possess exceptional attention to detail and a strong ability to read, understand, and respond accurately to various government documents and forms. This role is critical in ensuring our compliance with government regulations and bids.

Additionally, the successful candidate must be highly skilled in Microsoft Office and Adobe Acrobat Pro, demonstrating exceptional proficiency in creating, editing, and managing complex documentation. While prior experience with government forms is a plus, we offer training to help you become proficient in completing these documents accurately and efficiently.

This position offers the opportunity for growth into a Proposal Coordinator/Manager role, providing a clear career path for those looking to advance within our company. The ideal candidate will already align with our core values of SOAR (Strong Integrity and Ethics, Outstanding Teamwork, Accountability-Driven and Relentless Pursuit of Quality).

DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to the following:

  • Accurately complete and submit required documentation in a timely manner.
  • Ensure responses are thorough, precise, and in compliance with government regulations.
  • Use CRM and MS Teams to maintain organized records of documentation and correspondence.
  • Collaborate with internal teams to gather necessary information for document completion.
  • Communicate effectively with government representatives to clarify requirements and address questions.
  • Identify and escalate any potential issues or discrepancies in documentation.
  • Check estimators' quotes against customer requirements and enter the company sell price on government forms accurately.
  • Assist in the development and improvement of documentation processes and templates.
  • Develop and use common response templates.
  • Perform all other duties as assigned.

About Us

Aldevra was founded in 2009 by current President & CEO Rodney Marshall, a U.S. Marine Corps veteran and minority entrepreneur. The company began by selling foodservice equipment to the federal government and later expanded to include medical equipment and professional services, helping to meet a broader range of customer needs. Today, Aldevra is recognized as a top foodservice equipment dealer in the U.S., specializing in federal government sales while also growing its commercial and e-commerce customer base. Its professional services division provides federal agencies with healthcare professionals, construction and facilities managers and technicians, and administrative support. Whether it's equipment or staffing, Aldevra is committed to delivering high-quality products and timely service at the best value.

Recent accolades include:

  • Foodservice Equipment Reports 2024 Top Dealer
  • VETS Indexes 5-Star Employer for 2024 Employer Awards
  • Foodservice Equipment & Supplies magazine 2024 Distribution Giants list
  • Great Expectations Award for Outstanding Growth in 2023
  • Strata GPO Top 10 Dealer
  • RATIONAL 2024 Premium Partner Award
  • Great Place to Work®
  • 2024 Military Friendly® Employer Gold designation
  • 2023 HIRE Vets Medallion Award
  • ENERGY STAR® Partner
  • Department of Defense Military Spouse Employment Partnership Small Business Partner
  • Army Partnership for Your Success (PaYS) Partner #911

Learn more about us at aldevra.com.

Requirements:

Qualifications:

  • Proven experience in a similar role, preferably within a federal government contracting environment.
  • Exceptional attention to detail and organizational skills.
  • Customer Focused and team-oriented work ethic
  • Ability to read and interpret complex documents accurately.
  • Strong written and verbal communication skills.
  • Excellent proficiency in Microsoft Office and Adobe Acrobat Pro.
  • Ability to work independently and manage multiple tasks simultaneously.
  • Analytical mindset with the ability to identify and resolve issues effectively.

Veterans and Military Spouses are encouraged to apply.

We offer you a generous benefits package including:

  • Medical, Dental and Vision
  • Short Term and Long-Term Disability
  • Life Insurance
  • Paid Time Off
  • Employee 401(k) with company match
  • Professional Team Environment

Aldevra is an equal opportunity, E-Verify employer, drug free workplace, and complies with ADA regulations as applicable. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law.