Document Control Specialist

Job Description

Job Description

POSITION TITLE : Document Control Specialist

DEPARTMENT : Operations Department, Technical Support Services, GIW DocControl

REPORTS TO : Supervisor Contract Administration and GIWDocControl

SALARY : Exempt

PURPOSE OF POSITION :

This is the second level of the Document Specialist position series. Each level increases in stature and responsibility based on the experience, education level, leadership and strategic business capabilities of the individual.

This three stage structure is designed to not only provide growth opportunity to GIW’s personnel, but to also build on our employee’s ability to further the Document Specialist and Contract Administration effectiveness of GIW.

The prime purpose for the Document Specialist I position is, under the mentorship of a Document Specialist II, to manage projects from receipt of order through shipment.

Document Specialist II projects consist of medium to large projects.

The Level II Document Specialist has exceptional knowledge of pumps and auxiliary equipment, and managing complex project documentation.

Performs a variety of essential duties for the execution of project orders, with the primary function of documentation management.

The main objective is to ensure accurate and on time delivery of project documentation in accordance with contractual specifications and GIW standards.

Interaction with the Project Manager, GIW interdepartmental personnel, Buyer and Vendors. Additional duties as assigned to contribute to the overall success of the department and company.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Accountable for establishing and maintaining the project’s information management system in compliance with the Buyer’s contract specification and GIW policies.

Responsible for preparation, organization and distribution of pump and project manuals.

• Coordinate with clients, vendors and GIW internal departments on provision and revision of documents. Resolve Customer queries with the appropriate originator of information
• Investigates and responds to corrective actions related to document content
• Monitor due dates for submittals and returns to ensure their timely turn over
• Maintain appropriate record keeping and data base according to GIW Standard Operating Procedures
• Identify events that may impact documentation obligations
• Manage documentation scope creep notify PM of customer requests outside the agreed to parameters of the contract
• Ensure that final document close-out is performed and that all document commitments have been fulfilled
• Identifying all the stakeholders for the order or project, both within GIW and also from the client’s side.
• Use this information for internal and external communications
• Establish GIW internal and external e-mail subject line references as applicable to the recipient
• Create the DSR (Document Submittal Register) and Equipment list.
• Review and implement customer requirements
• Identify pump and auxiliary equipment supply
• Identify testing requirements for pump and auxiliary equipment
• Identify document certification requirements (CE, CSA, CRN / ABSA, PE Stamp, etc.)
• Review Sales Engineer’s list of exceptions and cost adder options
• Audit vendor PO’s against equipment list and contract for scope and delivery dates
• Coordinate with others to establish and develop a time schedule for documentation issue (Project Manager, Sales Engineer, PDE / Core Engineering, Purchasing, Subject Matter Expert and vendors).
• Ensure documentation integrity.
• Follow Document Management Best Practices to ensure that all relevant stakeholders have reviewed documents when required and as required, and that only the latest version of a document is being used
• All documents should be identified by a unique document number and a revision / version number
• Audit all incoming documents to ensure adherence to scope of supply
• Confirm that Customer markups have been addressed
• Comply with our quality management process that every document receives a quality crosscheck prior to submittal
• Prepare documents for submittal in accordance with Customer Requirements, including electronic file name and document presentation, which could include Buyer’s Review Decal, Front Sheet, or a title block that includes contract reference and equipment tag numbers, and revision status.
• All pdf files should be text searchable (OCR - Optical Character Recognition)
• Be observant of GIW confidential and proprietary information
• Maintain revision and version numbering in records and electronic file names.
• Follow standard practices for document submission to Customer or Vendor.
• Submit documents in accordance with GIW or Customer’s Guidelines.
• Create a transmittal sheet for each transaction
• Utilize email, ftp site, or inputting document data into Customer’s system database
• For Customer document returns, follow GIW-DocControl work instructions for review, routing, review and resubmittal.
• Create custom documents as required.
• Gather data for the creation of Instrument Index, Instrument Data Sheets, Lubrication Schedule, Sub Order Status Report, Certificates, etc., as required
• Refer to Subject Matter Expert as required
• Utilize GIW-DocControl document templates and work instructions
• Assist Project Manager with documentation for 3rd Party Inspections of equipment or Customer audits of documentation.
• Participate in Customer conference calls.
• Utilize SAP to access equipment status, forecast dates and download test reports and shipping documents
• Responsible for preparation, organization and distribution of project data books in strict compliance with Buyer’s instructions and format.
• Project Data Book
• Pump and pump components documentation including arrangements, diagrams, data sheets, detailed drawings, Handling, installation, commissioning, operation and maintenance manuals
• Manufacturer’s Record Book
• Pump and pump components procedures, certification and manufacturing records which form part of the Supplier’s quality assurance system
• Maintain electronic file folders in strict compliance with GIW-DocControl work instructions.
• Create clear indexing, file versioning and access hierarchy
• Monitor progressive payment milestones
• Typical pay-as-you-go payment term for long-term projects
• Payment is triggered by task completion or time deadlines

Administrative and Support Activities

• Maintain appropriate records and data bases to support department function
• Contribute to GIW-DocControl work instructions
• Develop and maintain training and reference materials for this position
• Pursues continuing education and training related to job requirements and product knowledge
• Train coworkers

Job Knowledge, Skills and Abilities

• Proven work experience as a Documentation Specialist or similar role that demonstrates data management and organization
• Ability to multitask
• Analytical experience, technical aptitude
• Excellent verbal and written communication skills
• Good interpersonal skills
• Ability to comprehend and execute complex assignments
• Proficiency with MS Word, Excel, Acrobat, Outlook (or another information management software)
• Desirable : Access, SAP, PowerPoint, Visio
• Must be able to work in a fast-paced, detail-oriented environment with a customer service focus
• Willingness to learn new job functions
• Collaborative nature
• Ability to read and interpret contract requirements and specifications for documentation
• Ability to read engineering drawings and documentation to extract information pertaining to documentation scope of supply and schedule
• Excellent organization skills and attention to detail
• Ability to function independently
• Previous experience in an engineering environment and the ability to understand technical information on mechanical drawings is desirable
• Must have excellent command of English language, 2nd language beneficial
• Ability to conduct business in a professional manner

Education :

• Bachelor’s degree or four years related work experience
• Desirable : experience in an engineering environment with document management
• Willingness to continue education and training related to job requirements and product knowledge

GIW Industries, Inc. (A KSB Company) is an equal opportunity employer that is committed to diversity and inclusion in the workplace.

We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship.

GIW Industries, Inc. (A KSB Company) makes hiring decisions based solely on qualifications, merit, and business needs at the time.

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