The Supplier Documentation Coordinator is responsible for driving the timely completion, collection, and quality verification of supplier-generated documentation required for engineered equipment orders. This role ensures all supplier deliverables-including drawings, certifications, test reports, material traceability, ITPs, MDRs, and other submittals-are submitted, reviewed, approved, and archived in accordance with project schedules and customer contract requirements.
The Specialist will work closely with Buyouts Project Specialists, suppliers, engineering, project management, and quality teams to eliminate documentation bottlenecks and ensure all Manufacturing Data Records (MDRs) and project closeout packages are fully compiled and delivered.
Key Responsibilities
- Supplier Interface & Documentation Follow-Through
- Proactively engage assigned suppliers to track, obtain, and follow up on outstanding documentation deliverables.
- Review supplier documentation for completeness, accuracy, and compliance with purchase order and specification requirements.
- Escalate risks of late or non-conforming documentation to procurement and project management as needed.
- Project Documentation Control
- Maintain and update documentation trackers, submittal logs, and supplier action registers.
- Coordinate internal reviews of documentation with engineering, quality, and project management.
- Ensure revisions, comments, and approvals are captured and communicated back to suppliers.
- Manufacturing Data Record (MDR) / Turnover Package Completion
- Compile final MDRs or customer turnover packages according to contract standards.
- Validate that all required documents-including NDE reports, FAT records, material certs, and datasheets-are present and meet quality requirements.
- Prepare final formatted and hyperlinked deliverables for customer submission and internal archiving.
- Process Improvement & Compliance
- Identify recurring issues with supplier documentation and provide feedback to sourcing and engineering.
- Support implementation and maintenance of documentation templates, submittal workflows, and process improvements.
- Ensure all documentation is stored in the Documentation Management System
Qualifications
- 2+ years experience in documentation control, procurement support, project coordination, or quality assurance-preferably in industrial manufacturing, engineered-to-order equipment, EPC projects, or related fields.
- Familiarity with technical documents (drawings, test reports, material certificates, ITP ANDB s).
- Excellent organizational skills and attention to detail.
- Ability to communicate professionally with suppliers and cross-functional teams.
- Proficiency with MS Office (Excel, Word)2, SharePoint lists, and document management platforms.
- Experience with rotating equipment, pumps, motors, gearboxes, skids, or similar engineered products.
- Knowledge of ASME, API, ISO, or other relevant industry standards.
- Understanding of PO terms related to documentation deliverables (submittals, schedules).
Key Attributes - Persistent follow-through; comfortable owning a long list of supplier actions and driving closure.
- Detail-driven mindset with solid documentation hygiene.
- Ability to work independently in a fast-paced, milestone-driven environment.
- Collaborative approach when working with the projects team, engineering, and quality.
Key Result Areas - Reduction in overdue supplier documentation.
- On-time completion of customer turnover packages.
- Improved quality and completeness of submitted documents.
* Enhanced internal visibility via accurate trackers and status reporting.
Liu Zhiling EA License No.: 02C3423 Personnel Registration No.: R24123923
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