Document Control and Administrative Specialist

Busch Vacuum Solutions, a global leader in the manufacturing of vacuum pumps, compressors, and blowers for critical industries such as semiconductor manufacturing, food processing, metallurgy, biomedical, and material handling, is seeking a highly motivated, detail-oriented Document Control and Administrative Specialist to join our dynamic Systems Engineering team.

In this pivotal role, you will manage and maintain crucial project documentation, support the smooth operation of the Systems department, and play an essential part in ensuring the on-time delivery of our world-class solutions. If you are organized, adaptable, and eager to contribute to a team that values precision and innovation, apply NOW to discover why Busch is an amazing place to work!

Job Responsibilities

• Compile and submit client and vendor documentation.
• Maintain efficient workflow of vendor and client documents through the engineering internal review phase and return engineering comments to the vendors or project engineering team for further action.
• Adapt to and utilize client document control systems for submission and retrieval as project specifications require.
• Create and issue project job books (VDL Dossiers, Material Record Books, Turnover Packages) for all required projects.
• Create and maintain various departmental documents to support operations.
• Identify delays or issues that interfere with workflow processes and report them to the Supervisor and/or management.
• Assist project owners in identifying document approvals or component procurements that may present risks to the schedule.
• Support systems personnel with reviewing and editing submittal processes or procedural documents.
• Maintain the master log of active document revisions to ensure proper utilization of systems documents.
• Generate new material within the applicable ERP system under the guidance of the requestor.
• Handle indirect material purchasing duties for the department (P-Card & purchasing requisitions).
• Manage inventory and order necessary supplies for the department.
• Archive and maintain the department's record of indirect expenditures.
• Prepare and distribute weekly, monthly, and project reports.
• Collaborate with all Systems department and intra-departmental personnel to identify, define, and resolve issues within the scope of assigned duties.
• Perform other activities as deemed necessary by the Engineering/Project Management Supervisor or other departmental leadership.

Job Requirements

• Education: Associate degree in Business Administration or a related field required; Certifications in Document Management and Control preferred.
• Experience: Two plus years of experience in Business Administration or a related field preferred.
• Computer Skills: Proficient in MS Word, Excel, PowerPoint, Outlook, and ERP systems (SAP). Typing speed of 50-60 words per minute. Familiarity with CRM systems is a plus.
• Certifications & Licenses: Must maintain a current and valid Driver's License to meet Busch insurance standards. Document Management Certified Professional (DMCP) preferred.

Personal Qualifications

• Adaptability & Flexibility: Adapting to changing business needs, conditions, and responsibilities.
• Strong organizational skills and the ability to prioritize, demonstrate initiative, and manage multiple project requirements.
• Ability to work independently with excellent time management skills.
• Solid communication skills and a professional attitude, with a strong ability to work well with others in a team environment.

Physical Requirements

• Frequent: Standing, walking, sitting, lifting/carrying up to 10 lbs, speaking, and grasping.
• Occasional: Reaching outward, above the shoulder, squatting, kneeling, bending, lifting/carrying 11-20 lbs, pushing/pulling up to 25 lbs.
• Constant: Sitting and using a computer.

Work Environment

This position operates in a heated and air-conditioned office and manufacturing environment. There may be occasional work near moving mechanical parts with a moderate noise level.

Benefits & Opportunities

Busch Vacuum Solutions offers an attractive benefits package, including medical, dental, vision, EAP, tuition reimbursement, a Legal Plan, 401K, PTO, and more! Opportunities for growth and advancement are available through on-the-job training, paid certifications, and tuition reimbursement.

Why work for Busch Vacuum Solutions?

As diverse and boundless as the world of vacuum is, so are the jobs and tasks at Busch. We welcome all talents regardless of education, age, gender, or nationality; worldwide.