Risk Management Document Control

GENERAL PURPOSE OF THE JOB: The Risk Management Document Control role at Church Brothers Farms is responsible for the organization, accuracy, and compliance of documentation essential to the company’s risk management, fleet safety, vendor compliance, workplace safety, and workers’ compensation programs. This position plays a critical role in maintaining audit readiness, supporting internal controls, and facilitating smooth operations by ensuring that required documentation is current, secure, and easily retrievable. The role also provides dedicated document control and tracking support to the Workers’ Compensation Supervisor to ensure case files, medical status updates, and related compliance logs are maintained accurately and timely.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Risk & Fleet Safety Document Control

File and organize daily security logs, access control logs, and camera inspection records for administrative locations.
Monitor and process EPN (Employer Pull Notice) and DMV Pull Notice emails, extract notices, and escalate as needed.
File Commercial Driver Safety Training records and ensure documentation is complete for compliance.

Insurance & Vendor Compliance

Maintain and store Certificates of Insurance (COIs) for respective entities, ensuring updates for July–July and January–January coverage terms.
Respond to COI requests from Sales and QA, coordinating with insurance carriers as necessary.
Support monthly OFAC vendor screenings, auto/equipment schedule audits, and ensure proper vendor documentation is on file.
Conduct monthly vendor compliance audits, follow up with departments, and escalate gaps prior to transitions or relocations.

Incident, Safety, and Compliance Tracking

Maintain and update the Workplace Violence Incident Log in accordance with Senate Bill requirements.
Support safety audit preparation by uploading employee census data weekly to prepopulate key data points.

Key Control

Maintain and file key issuance and acknowledgment forms, including documentation of lost keys.

Workers’ Compensation Document Control Support

Track and maintain weekly status logs for employees on workers’ comp leave and modified duty.
Maintain OSHA logs for designated entities.
Collect and file medical documentation, including:
- Medical Work Status reports
- Modified and Full Duty agreements
- Signed WC packets
- Release of Medical Records
- Adjuster and attorney communications
Monitor status changes (e.g., from TTD to MOD or FD) and track missed appointments.
Download and organize injury reports:
- Daily injury submissions, including supporting reports and documentation.
- Weekly injury reports (due Fridays).
- Monthly injury summaries (due the 1st of each month).
Respond to subpoena or internal HR requests for WC documentation and share case files as needed.

EDUCATION AND/OR EXPERIENCE:

High School Diploma or GED required; Additional training or certification in document control, records management, or occupational safety is a plus

Minimum of 2–3 years of progressive experience in document control, records management, or compliance support
Experience in a safety, manufacturing, quality, or regulatory compliance environment is preferred

Solid understanding of document control principles, including file organization, version control, and retention schedules
Familiarity with EHS standards and regulations (OSHA, EPA, ISO 45001/14001, CTPAT, GMP, HACCP)
Proficiency in digital document platforms (e.g., SharePoint, Google Workspace, or similar systems)
Mid-level proficiency in Microsoft Excel, Word, and PowerPoint is critical
Fluent in Spanish (spoken, written, and read); English proficiency strongly preferred
Ability to generate and edit professional documents, build and maintain spreadsheets, create reports and presentations
Training will be provided to enhance proficiency and support ongoing skills development
Strong attention to detail and organizational skills
Excellent communication and teamwork abilities, with the ability to work across multiple departments
Capable of managing multiple tasks and meeting deadlines in a fast-paced environment
High level of professionalism and discretion when handling confidential documentation

The above job description is intended to describe the general content and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Risk Management Document Control

Posted on May 12, 2025

Department: Safety

Location: Salinas, CA