Document Coordinator Supervisor

It's fun to work in a company where people truly BELIEVE in what they are doing!

Headquartered in Arvada, Colorado with operations and presence in Europe, the Middle East, India, Asia, Japan and China, Sundyne is a global manufacturer of precision-engineered, highly reliable, safe and efficient centrifugal pumps and compressors for use in chemical, petrochemical, hydrocarbon, hydrogen, pharmaceutical, power generation and industrial applications. Sundyne is a leader in delivering precision-engineered and highly reliable pumps & compressors to many of the world’s most important markets, including energy, chemical, industrial, carbon capture, clean hydrogen, and renewable fuels. Sundyne pumps and compressors are available in API, ANSI/ASME, ISO and other industry compliant designs.  To learn more about the Sundyne family of precision-engineered pumps and compressors, please visit www.sundyne.com.

Position Description

The Document Coordinator Supervisor responsible for managing the Document Coordinator team as they supports project teams by managing the sales order process, ensuring the accuracy of customer information, and maintaining key project documentation. This role is critical to ensuring that projects are completed on time with accurate and complete information for customer satisfaction and operational efficiency.

Job Duties & Responsibilities

• Enter incoming orders with information provided by the project manager and/or other internal suppliers, ensuring data accuracy.
• Develop, complete, and maintain an accurate vendor document index with information from customer's purchase order, specifications and input from the project manager.
• Utilizes Sundyne standard documents and makes appropriate modifications to accommodate the customer's specifications.
• Assign and track due dates for the various documents in support of the overall project schedule and project manager.
• Maintain organization and prioritize project team’s documentation requirements. After developing some experience with the process and products, processes customer's comments and revises documents with direction from the project manager.
• Document packages can consist of, but are not limited to, certified outline drawing, accessory drawing, kit drawings and other technical information regarding the pump or compressor system.
• Final Data Submittal: Independently compiles and revises technical data to provide the customer with accurate information for proper installation and operation of the equipment. This consists of as built parts lists, instruction manuals, test results and certifications, recommended spare parts lists and sub-vendor accessory data.
• Compiles required test and inspection data to support on site customer inspection visits required by contract.
• Secures required inspection certificates to be ultimately integrated with the final data submittal.
• Loads the complete final data package into Sundyne’s data system for future retrieval from all Sundyne departments.

Supervisor Responsibilities

• Team Management and Support: Supervise and mentor a team of project coordinators, ensuring they have the necessary resources and training to complete their tasks accurately and on time. Offer guidance in prioritizing tasks, managing deadlines, and resolving any challenges that arise. Makes decisions about hiring, job changes, and performance evaluation.
• Continuous Improvement: Continuously assess and improve the documentation and order entry processes to enhance efficiency, accuracy, and overall team performance. Implement best practices and address any inefficiencies to streamline workflows.
• Cross-departmental Coordination: Act as a liaison between different departments (sales, project management, engineering, etc.) to ensure that all project information is properly communicated and integrated, helping resolve any interdepartmental issues quickly.
• Quality Control and Compliance: Oversee the accuracy and completeness of all customer-facing documents and final data packages before submission. Ensure that all documentation complies with internal standards, customer requirements, and regulatory guidelines.
• Reporting and Metrics: Track and report on key performance indicators (KPIs) related to project progress, order accuracy, and on-time deliveries. Use data to provide insights and feedback for continuous improvement.

Skills & Abilities Required

• Technical aptitude
• Excellent computer skills, specifically in Excel, Word, Adobe, Sharepoint, Smartfile, Siemens TeamCenter and ERP software such as JD Edwards, SAP, or equivalent.