Overview & Responsibilities
PURPOSE OF THE JOB
The primary function of the Document Controller is to support Project Engineering, Mechanical Engineering, Controls Engineering, Test Engineering, Product Engineering, Drafting and others in performing administrative functions relative to the processing and tracking of documentation for shop orders.
The Supplier Document Controller will function as a member of the Document Control team processing supplier documentation ensuring all documents received meet our internal requirements as defined by Elliott procedures, and work alongside the Engineering and Procurement teams ensuring the successful on-time completion of customer deliverables.
BACKGROUND and EXPERIENCE
Educational Requirements:
Bachelor’s Degree in Engineering, Administration, Business, Operations.
Work Experience:
3 or more years’ experience with any combination of school and/or work, in relatable field. Accustomed to working in a fast-paced work environment which requires good organizational, communication skills with a high focus on details. This position also requires the ability to prioritize tasks, work independently and remotely. Previous document control experience preferred but not required
Other Qualifications:
- Team player that communicates and presents self in a manner that builds positive relationships with co-workers, customers, clients, and management.
- Ability to juggle competing priorities, attention to detail in high pressure situations, providing high quality, on-time deliverables.
- Ability to manage multiple tasks with limited supervision
- Proficient with Microsoft Word, Excel, Adobe PDF (converting & modifying pdf's). Experience using document management software such as Windchill is highly desirable
- Experience managing large email database.
NATURE OF THE JOB
The complexity of the job lays mainly in the ability to be organized and to plan work based on competing priorities, and stay focused on the details while managing workload. Also requires an understanding of the flow of documentation.
Needs to have a good working knowledge of various software including, but not limited to Windchill, Lotus Notes, Microsoft Word, Microsoft Excel and Adobe Acrobat.
Actions and daily decisions made by the employee would be to review workload to assure that all work is processed in the manner and time required. Determine if information being provided is accurate and meets requirements and the next steps to complete based on the determination. Process documentation to/from customers, and suppliers and update data within the PLM system with accuracy.
This position requires decision making and allows the ability to plan your own work with the guidance of the Document Control Supervisor. It is only limited by turnaround time expectations and standard practice where the processing of information is critical to maintain uninterrupted workflow.
Errors that may occur in this position may involve late or incorrect submission of documents to customers, receiving incorrect documents, and incomplete or inaccurate information on D-Specs, General Records and internal/external reports. Errors are sometimes detected during the attempt to process this information, but not always. The probable effect if not detected could result in slow or non-payment by our customers, slow or non-payment of invoices to our supplier, inaccurate reporting internally and/or to customers and suppliers, or may affect the manufacturing process if inaccurate or incomplete information is submitted.
CONTACT WITH OTHERS
Heavy contact within Elliott Engineering, Supply Chain and Project Managers. Close contact with co-workers and supervisor to maintain optimum workflow and communication within all operations. Outside contact is usually with suppliers or customers. Document control personnel to resolve problems with document flow and procedures. Client contact is also required for access to their document control web sites and to resolve any problems with this access.
CONFIDENTIAL INFORMATION
Confidential information pertaining to this position includes but is not limited to:
Access to Elliott drawings and documentation.
Access to vendor drawings and documentation.
Advance notice of orders and Descriptive Specifications which may contain contract prices, customer names, address, phone numbers, contact names and ship dates both projected and actual.
Disclosure could result in loss of contract and / or diminish Elliott Company's competitiveness in the marketplace.
GENERAL INFORMATION
Some functions were previously performed by Engineers and Drafting Coordinator. This position is mainly one of an Engineering Assistant. Individual must be well organized and capable of handling multiple tasks at any given time.
SPECIFIC JOB RESPONSIBILITIES/COMPETENCIES
Specific job will involve any combination of the following depending on major or minor role.
1.Comprehend and execute to project/customer specifications as defined by Project Engineer and Document Control Supervisor.
2.Create/revise shop order specific document cover sheets ensuring traceability and revision history is captured/updated. This will include any client specific logos or other contractual requirements.
3.Utilize PLM (Product Life cycle Management) system to create general records, load and maintain project documentation across multiple Elliott product lines
4.Processing, tracking and expediting of all project documentation for internal (Elliott Engineering, Drafting, etc…) and external (Supply chain) customers
5.Review all documents submitted for issue to the customer and/or from suppliers for accuracy and compliance to defined document control specifications prior to transmitting to/from the client. If a problem exists, either corrects the problem if it is non-technical or have the problem corrected by the originator before submittal.
6.Distribute drawings and documents to the customer by e-mail or web site upload.
7.Daily processing of Purchase Requisitions and loading Vendor Document Requirements
8.Maintain position related computer and other general clerical duties as required
9.Review all document submittals from vendors understanding contents and verifying compliance to defined document control specifications prior to loading them into Elliott’s PLM system. If a problem exists, facilitate solutions with vendors and/or internal teams.
10.Maintain data integrity within Elliott’s systems.
11.Expedite internal requests, providing immediate support to Engineering and Procurement as needs arise.
12. Provide cross functional support within the Document Control team, learning other document control processes with a willingness to provide support as necessary.
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