Document Control and Administrative Specialist

Busch Vacuum Solutions is a leading manufacturer of vacuum pumps, compressors, and blowers for use in industries such as semiconductor manufacturing, food processing, metallurgy, biomedical, and material handling.

Busch Vacuum Solutions has an immediate direct hire opportunity available for a Document Control and Administrative Specialist at our headquarters in Virginia Beach, Virginia!

The Document Control and Administrative Specialist is responsible for managing and maintaining essential project documentation while supporting the smooth operation of the Systems Engineering team. We are seeking a highly motivated, detail-oriented individual to join our dynamic department. In this pivotal role, you will play a crucial part in ensuring the timely 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.

Required Experience

• 2+ years of experience in Business Administration or a related field preferred.
• Associate degree in Business Administration or a related field required; Certifications in Document Management and Control preferred.
• 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.
• Document Management Certified Professional (DMCP) preferred.

Personal Qualifications

• Work with a high level of initiative, be self-motivated, and possess professional maturity
• Be detail, goal, and safety oriented
• Must be organized and maintain a clean and orderly workspace
• Must possess a positive attitude, be dependable, and trustworthy
• Work independently or as a team, as necessary, to fulfill department and Busch goals and objectives
• Possess strong oral and written communication skills in English

Job Requirements

• Ability and willingness to pass a 10-panel drug screen, 7-year criminal history check
  • Most felonies are a disqualifier, misdemeanors are considered on a case-by-case basis
• Must be willing and able to utilize all required PPE
• Willingness to travel domestically for training
• Valid Drivers’ License must be maintained throughout employment that meets Busch insurance standards
• Bilingual Spanish, Portuguese or German Language: Preferred

Physical Requirements

• Constant standing, walking, sitting and using a computer, lifting/carrying/pushing pulling up to 10lbs
• Frequent standing, walking, sitting, lifting/carrying/pushing pulling up to 10lbs
• Occasional climbing, squatting, kneeling, bending, reaching outward and/or above the shoulder, and lifting/carrying/pushing pulling up to 25lbs
• All applicants must be able to hear and see audible and visual alarms and must be able to wear all required PPE, such as safety shoes, electrical hazards, safety glasses, and hearing protection.

Benefits & Opportunities

Busch Vacuum Solutions offers an attractive benefits package, which includes medical, dental, vision, EAP, tuition reimbursement, Legal Plan, 401K, PTO, and more!

Opportunity for growth and advancement via on-the-job training, paid training/certifications, tuition reimbursement, and opportunities for advancement within the company. Busch values promoting from within!

Work Environment

Moderately controlled manufacturing environment, moderate noise levels, fumes, and airborne particles, while working near moving mechanical parts.

Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions. To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily.

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.