Document Retention Specialist

Document Retention Specialist

OPEX Corporation is seeking a dependable and detail-oriented Document Retention Specialist to support our environmental and product regulatory compliance program at our headquarters in Moorestown, NJ. This position reviews and maintains supplier and manufacturer documentation for parts and materials used in OPEX products and helps confirm compliance with regulations such as EU RoHS and REACH, California Proposition 65, US TSCA PBT requirements, EU POPs, and the EU Battery Regulation. The Document Retention Specialist works closely with Legal, Engineering, Purchasing, Supply Chain, customers, and suppliers to obtain required information, identify potential compliance concerns, and maintain accurate regulatory records.

Responsibilities

- Maintain up-to-date knowledge of environmental regulations: RoHS, REACH, California Proposition 65, US PBTs (TSCA), EU POPs and EU Battery Regulation 2023/1542

- Monitor environmental and product compliance regulations that may affect OPEX products or supplier documentation requirements.

- Collect, review, organize, and retain supplier and manufacturer declarations, certificates, test reports, and other compliance documents.

- Confirm that documents cover the correct manufacturer parts and applicable regulations.

- Identify disclosed regulated substances, RoHS exemptions, and other important compliance information.

- Maintain a large electronic database of part-level compliance records from suppliers and manufacturers.

- Track outstanding documentation requests and follow up with suppliers, manufacturers, distributors, and contract manufacturers.

- Maintain accurate compliance information in company systems, spreadsheets, and shared document repositories.

- Assist Engineering with obtaining and reviewing compliance documentation for new, replacement, and existing parts.

- Review bills of material (BOMs) to identify missing, outdated, or conflicting compliance information.

- Track reportable substances of very high concern (SVHCs) used in OPEX products, including their location and weight.

- Prepare reports to applicable regulatory authorities.

- Monitor RoHS exemptions and their expiration dates.

- Perform compliance risk assessments and escalate potential issues to Legal, Compliance leadership, Engineering, or Purchasing when necessary.

- Prepare compliance reports, status summaries, and management updates.

- Support internal, external, customer and supplier compliance audits.

- Notify the appropriate departments when parts are obsolete, non-compliant, or missing required documentation.

- Help identify alternative manufacturers or suppliers when a part cannot be confirmed as compliant.

- Respond to compliance questions and documentation requests from internal departments and customers.

- Work with Legal to review and update product compliance policies.

- Create and maintain procedures, work instructions, reference materials, templates, and departmental guidance.

- Develop and provide regulatory compliance training for employees in Engineering, Purchasing, and other departments.

- Perform other compliance-related duties as assigned.

Qualifications

- Experience in regulatory, product or supplier compliance, document control, quality, legal support, data management, supply chain, or a related field is preferred.

- Familiarity with environmental product regulations such as RoHS, REACH, California Proposition 65, TSCA, EU POPs, or battery requirements is preferred.

- Ability to review detailed documents, compare requirements, identify missing or conflicting information, and make accurate decisions.

- Strong attention to detail and the ability to manage a large number of parts, documents, requests, and deadlines.

- Strong written and verbal communication skills.

- Ability to explain documentation and regulatory requirements clearly to suppliers and employees in different departments.

- Ability to work independently, manage multiple priorities, use sound judgment, and escalate issues when necessary.

- Experience in manufacturing, electronics, automation, machinery, or a regulated supply-chain environment is preferred.

Physical/Work Environments

- Worker will be working in an office setting.

- Sitting for an extended period of time.

The salary range for this position is $45,000 - $55,000, based on experience.