Document Control Specialist I

KSB is a leading supplier of pumps, valves and related service. Our reliable, high-efficiency products are used in applications wherever fluids need to be transported or shut off, covering everything from building services,industry and water transport to waste water treatment, power plant processes and mining. Founded in 1871 in Frankenthal, Germany, the company has a presence on all continents with its own sales and marketing organisations and manufacturing facilities. Around the globe, more than 190 service centres and around 3,500 service specialists are on hand to provide local inspection, servicing, maintenance and repair services under the KSB SupremeServ brand. Innovative technology that is the fruit of KSB's research and development activities forms the basis for the company's success.

People. Passion. Performance. It is these three success factors that make KSB the company it is today.

At KSB, we recognise that it is people who actually make the difference - the people we employ and the people we serve. This is why we are committed to equal rights and treatment worldwide and never lose sight of the aspects ecology and sustainability when manufacturing our products.

Job Description

POSITION TITLE : Document Control Specialist I

DEPARTMENT : Operations, Project Management, Document Control Department

REPORTS TO : Supervisor Contract Review and Documentation

SALARY : Non-Exempt

PURPOSE OF POSITION :

This is the first 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 Level I Document Specialist works with supervision and instructional coaching, building knowledge of pumps and auxiliary equipment, management of project documentation, proficiency in SAP, and performs a variety of essential duties for the execution of pump and 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. The Document Specialist will have frequent 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

Working with Supervision and Instructional Coaching

Pump Manuals

Responsible for timely preparation, organization, and distribution of pump manuals

Issue manuals based on equipment scope of supply

Bare shaft pump

Motor, v-belt, couplings, instrumentation, and other auxiliary equipment

Use GIW-DocControl tracking systems to ensure timely issue of manuals

Adhere to GIW procedures and work instructions

Comply with contractual requirements pertaining to format, content, language, and unit of measure; testing and certificates

Perform quality checks of all documentation prior to submittal to Buyer to ensure accuracy

Project Documentation

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

Prepare, organize, and distribute project documentation

Coordinate with clients, vendors and GIW internal departments on provision and revision of documents. Resolve Customer queries with the appropriate originator of information

Investigate and respond to corrective actions related to document content

Monitor due dates for submittals and returns to ensure 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 Project Manager of customer requests outside the agreed to parameters of the contract

Ensure all document commitments are satisfied with the Buyer

Identify all the stakeholders for the order and / or project, both within GIW and 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, and the like)

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 stakeholders to establish and develop a time schedule for documentation issue (Project Manager, Sales Engineer, Commercial Engineering, Core Engineering, Purchasing, Subject Matter Expert and vendors)

Ensure documentation integrity

Follow Document Management Best Practices to ensure all relevant stakeholders have reviewed documents as and when required, and the latest version of a document is on file

All documents should be identified with a unique document number and a revision number

Audit all incoming documents to ensure adherence to scope of supply

Confirm that Customer markups have been addressed

Comply with GIW-DocControl quality management process that every document receives a quality cross check prior to submittal to the customer

Prepare documents for submittal in accordance with Customer Requirements, including electronic file name and document presentation (Buyer's Review Decal, Front Sheet, or a title block that includes contract reference and equipment tag numbers, and revision status)

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 VendorSubmit documents in accordance with GIW and / or Customer's Guidelines

Create a transmittal sheet for each transaction

Utilize email, ftp site, or inputting document data into Customer's system database

Follow GIW-DocControl work instructions for review, routing, and resubmittal of all Customer document returns

Create custom documents as requiredGather data for the creation of Instrument Index, Instrument Data Sheets, Lubrication Schedule, Sub Order Status Report, Certificates, and the like, as required

Refer to Subject Matter Expert as required

Utilize GIW-DocControl document templates and work instructions

Assist Project Manager with documentation for Third 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

Prepare, organize, and distribute Project Data Books in strict compliance with Buyer's instructions and formatProject 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

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
• Pursue continuing education and training related to job requirements and product knowledge

Job Knowledge, Skills, and Abilities

QUALIFICATION REQUIREMENTS, EDUCATION & EXPERIENCE (minimum)

KSB Group 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. KSB makes hiring decisions based solely on qualifications, merit, and business needs at the time.

We value employees who take the initiative and are committed to our company; Employees who take responsibility and for whom business success is the focus of their actions. In return, we offer fair framework conditions for collective wages and pensions, flexible working time models, individual training opportunities and the best career prospects.