Document Control Specialist 1

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.

Department: Document Control
Reports to: Document Control Supervisor
Location: Grovetown, GA
Shift: 1st

FLSA Status: Non-Exempt

OVERVIEW:

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.

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 Vendor
  • Submit 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 required
  • Gather 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 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
• 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

QUALIFICATIONS:

• Ability to multitask
• Excellent verbal and written communication skills
• Outstanding 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 diligence
• 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, second language is beneficial
• Ability to conduct business in a professional manner
• Technical Communications or Business degree or related work experience
• Desirable: 3-yrs experience in an engineering environment with document management
• Willingness to continue education and training related to job requirements and product knowledge

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.