Document Specialist / Sr. Document Specialist

GRIFOLS, S.A.

1d • Onsite

About The Position

The Technical Document Specialist / Senior Technical Document Specialist provides functional administrative support for the CMMS (Maximo) system, including access management, master data maintenance, and documentation control for the Manufacturing Maintenance, Engineering, and Utility Operations departments. This role is responsible for initiating, updating, and maintaining a wide range of controlled documents, tracking them through the approval lifecycle, and ensuring accurate revision control and archival of historical records. The position requires frequent computer use to complete daily tasks and core responsibilities. The role supports both the Manufacturing Maintenance & Engineering teams and the Utility Operations department.

Requirements

• For Document Specialist I: Bachelors Degree
• For Document Specialist I: Professional registration and/or certification as appropriate.
• For Document Specialist I: 2 years experience.
• For Document Specialist I: Knowledge in CMMS (Computer Maintenance Management System), Maximo Software.
• For Sr. Technician Specialist: BS/BA degree and 5 years of related experience.
• For Sr. Technician Specialist: An equivalent combination of education and experience may be considered.
• For Sr. Technician Specialist: SME in 4+ Unit Operations and 2 functions or 2 departments.
• For Sr. Technician Specialist: Knowledge in CMMS (Computer Maintenance Management System), Maximo Software.

Nice To Haves

• 2 years experience in a manufacturing environment (preferred for Document Specialist I)

Responsibilities

• Serve as the Subject Matter Expert (SME) for Maximo, including master data entry, Level I technical support, reporting, data requests, CAPEX‑related bulk data entry, and access management.
• Provide administrative support for Maximo, including updates to related procedures (e.g., CS‑000‑AD‑103).
• Support audits by generating and providing CMMS reports.
• Act as SME for documentation systems such as Maximo, SAP, Autodesk, and other related platforms.
• Author and maintain departmental documentation, including SOPs, job plans, and other controlled documents.
• Track documents through the approval process and maintain accurate revision histories.
• Assist with change control processes, including development, routing, tracking, and closure.
• Track overdue quality items such as incidents, CAPAs, and change controls.
• Manage Requests for Capital Expenditures (RCEs) and CAPEX processes, including submissions, tracking, forecasting, goods receipt, and accruals.
• Manage purchasing activities, including purchase requests, bid waivers, SAP entries, tracking, accruals, P‑Card purchases, and expense reports.
• Manage vendor invoicing, including CMMS reconciliation, cost center accuracy, and cross‑charging.
• Coordinate maintenance tool purchases, distribution, and tracking.
• Coordinate production maintenance tool and uniform orders.
• Manage chemical and ethanol ordering for Utility Operations, including PRM documentation (monthly government reporting for industrial alcohol) and records archiving.
• Handle paper and electronic documentation archiving in accordance with SOP requirements.
• Manage SDA‑3A deliveries, weekly utility packets, and quarterly Maximo P2 overdue reports.
• Coordinate departmental administrative needs, including training, travel, expense reports, office supplies, safety supplies, service awards, and computer equipment ordering.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level