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Bilingual Administrative Assistant Repair and Maintenance

2 weeks ago

Miramar, United States 5th HQ Full time

5th HQ - We are seeking a detail-oriented Bilingual Engineering Document Control Specialist to support the Engineering and Maintenance Department in the execution of infrastructure projects, continuous improvement initiatives, equipment installations, and regulatory compliance. This position plays a key role in managing technical documentation, coordinating logistics, and ensuring administrative control within a GMP-regulated environment. Key Responsibilities: Administrative & Document Control Maintain and update project schedules, tracking matrices, and progress reports. Manage all technical project documents including drawings, manuals, permits, contracts, and specifications. Prepare presentations, executive reports, and document technical meeting minutes. Control versioning and distribution of documentation in accordance with internal SOPs. Draft, review, and update Standard Operating Procedures (SOPs) related to equipment, facilities, and engineering processes. Manage certifications and documentation for critical equipment and systems, coordinating with suppliers and labs as needed. Maintain complete technical files for equipment and infrastructure (manuals, calibration certificates, service records). Support internal and external audits by providing accurate and up-to-date documentation. Logistical & Operational Coordination Coordinate deliveries of equipment, materials, and services with vendors and internal teams. Oversee contractor access, work permits, and documentation compliance. Track purchase orders, requisitions, and delivery timelines for key materials and services. Project Support Assist in planning and executing facility improvements, machinery installations, expansions, and renovations. Collaborate with cross-functional teams including Production, Quality, Safety, and Procurement. Participate in data collection, validations, and functional testing (IQ/OQ/PQ) of new or modified equipment. KPI & Cost Monitoring Compile data for project KPIs, cost analysis, and budget tracking. Contribute to the creation of monthly progress reports and project closure documentation. Qualifications: Education & Experience: Associate’s or Bachelor’s degree in Industrial Engineering, Mechanical Engineering, Administration, or related field. Minimum of 2 years of relevant experience, preferably in the nutraceutical, pharmaceutical, food, or cosmetic industries. Technical Skills: Strong knowledge of engineering documentation processes, industrial maintenance, and project coordination. Proficient in MS Office Suite (Excel, Word, PowerPoint); experience with MS Project and basic AutoCAD preferred. Familiarity with GMP, ISO 9001, or HACCP standards is a strong plus. Experience with ERP systems such as SAP, NetSuite, or Oracle is a bonus. Basic understanding of technical drawings, equipment manuals, and safety protocols. Bilingual English and Spanish Soft Skills: Strong organizational and multitasking abilities. Team player with excellent communication skills. Ability to work under pressure and manage competing priorities.