Document Admin II

Job Summary

Under the direction of the Document Administration Manager, this position performs administrative and semi-technical activities to maintain document control systems that comply with quality requirements, customer specifications, industry standards, and Yokogawa procedures for manufacturing documentation.

Job Duties

• Create and maintain customer product certifications by selecting and applying the appropriate established procedures.
• Apply knowledge of product configurations and structures to perform tasks such as processing Engineering Change Notices (ECN), Tokuchus, and customer certifications accurately.
• Verify, distribute, and control incoming and outgoing documents related to Engineering Change Notices (ECNs), Tokuchus, Bills of Material, Quality Control Charts, Manufacturing Procedures, and Engineering Drawings. Review documents for completeness, proper authorization, and compliance with applicable procedures.
• Support internal, external, and third-party audits to verify compliance with regulatory and quality requirements.
• Analyze data to identify errors, inconsistencies, and process gaps. Communicate findings and partner with cross-functional teams to develop corrective action plans.
• Serve as a liaison between YCA and Global Document Management Systems while maintaining compliance with legal, privacy, confidentiality, and data protection requirements.
• Maintain the integrity of manufacturing documents according to the established policies including registration, retrieval, retention, and destruction.
• Provide project documentation support to ensure deliverables are completed within scope, on schedule, and in accordance with customer requirements.
• Develop new work instructions and revise existing departmental procedures as needed.
• Record data to track monthly activities and performance.
• May oversee work of lower-level team members.

Quality Statement

Has the authority to stop work processes whenever product quality, compliance, or documentation integrity may be compromised.

Dimensions

• Ability to manage multiple priorities and tasks independently and within a team environment
• Ability to work effectively in a collaborative team setting
• Demonstrated leadership and initiative
• Exceptional attention to detail and accuracy
• Ability to perform effectively under pressure and meet deadlines
• Strong analytical and problem-solving skills

Education

Associate’s degree in business administration or a related field, or an equivalent combination of education and experience in administrative, manufacturing, or document control functions.

Experience

• Two or more years of experience with document management systems and document lifecycle processes, including registration, scanning, retention, retrieval, and archival (e.g., Fortis, DocuWare, or similar web-based systems).
• Two or more years of experience working with product configuration structures, including Bills of Material and pricing systems.
• Knowledge of engineering drawings and drafting software such as Autodesk DWG TrueView or equivalent applications.
• Proficiency in Microsoft Office applications and the ability to quickly learn new software tools.
• Experience with SAP.

Qualifications

• Excellent verbal and written communication skills
• Strong interpersonal, customer service, and collaboration skills
• Excellent organizational skills and attention to detail
• Strong analytical skills with the ability to learn, interpret, and apply new concepts effectively
• Ability to analyze data and identify documentation discrepancies
• Ability to maintain confidentiality and handle sensitive information appropriately