Contract Review Department (CRD)

- Position Information

Department: Contract Review Department (CRD)

Function: Order Execution / Technical Documentation

Reporting To: Head – Contract Review / Operations

Location: GIC Manufacturing Facility / Head Office

Employment Type: Full-Time

⸻

- Department Purpose The Contract Review Department is responsible for the technical and documentation review of customer purchase orders from receipt until release to manufacturing.

CRD acts as the critical interface between Sales, Projects, Engineering, Quality, Procurement, Production, Stores and Dispatch, ensuring that every order is technically reviewed, customer requirements are clearly understood, all required documentation is prepared and approved, and the manufacturing team receives a complete and error-free manufacturing package.

The primary objective of CRD is to ensure:

“Right requirement → Right documentation → Right BOM → Right manufacturing instruction → Right product.”

CRD shall ensure that no order is released for manufacturing without completion of the applicable contract review and documentation requirements.

⸻

- Key Responsibilities

A. Purchase Order / Contract Review

Receive and review customer Purchase Orders (POs), amendments, specifications and associated documents.

Conduct a detailed commercial and technical contract review against the quotation, technical offer and agreed deviations.

Verify:

Product description

Quantity

Tag numbers

Model / construction

Range

MOC

Process connection

Instrument connection

Accuracy

Temperature / pressure requirements

Applicable standards

Testing requirements

Inspection requirements

Painting / coating requirements

Certification requirements

Documentation requirements

Special customer requirements

Delivery requirements

Identify discrepancies between the PO, quotation, technical offer, specifications and customer drawings/documents.

Raise internal queries or seek clarification from Sales/Projects/customer wherever requirements are unclear or contradictory.

Ensure all approved deviations and clarifications are incorporated into the order documentation.

Identify special / critical requirements at the beginning of the order.

⸻

- Technical Documentation

CRD shall prepare, review and control all technical documents required for execution of the order.

Typical documents include

General Arrangement Drawings (GAD)

Detailed / Manufacturing Drawings

Data Sheets

Technical Datasheets

Bill of Materials (BOM)

Inspection & Test Plan (ITP)

Quality documentation requirements

Test procedures

Manufacturing procedures

Welding-related documentation, wherever applicable

NDE procedures / requirements

Hydro / pneumatic test requirements

Calibration requirements

Painting / coating specifications

Material requirements

Inspection requirements

Customer-specific formats

Manufacturing / Job Cards

Any other documents specified in the PO or applicable specification

CRD shall ensure that the latest approved revision of every applicable document is used.

⸻

- Coordination With Quality / QC / QA

CRD shall coordinate with the concerned Quality and QC departments for preparation and compilation of procedural and inspection documentation.

Responsibilities include

Identify all quality documentation applicable to the order.

Coordinate with QC/QA for

ITP

Inspection procedures

Test procedures

NDE requirements

Welding documentation

Material certificates

Calibration requirements

Inspection formats

Customer-specific quality requirements

Special testing requirements

Ensure that the applicable procedures are prepared and submitted for customer approval wherever required.

Track document approval status.

Ensure customer comments are incorporated into revised documents.

Maintain document revision control.

Ensure approved documents are communicated to the concerned departments.

⸻

- Drawing Preparation and Engineering Coordination

Prepare or coordinate preparation of drawings based on the PO and approved technical requirements.

Ensure drawings accurately reflect:

Customer requirements

Approved technical offer

Product specifications

MOC

Dimensions

Connections

Accessories

Testing requirements

Special requirements

Coordinate with Engineering / Design wherever technical inputs are required.

Review drawings before submission to the customer.

Incorporate customer comments and issue revised drawings.

Maintain proper revision history and document control.

⸻

- BOM Preparation and Release





CRD shall be responsible for preparing and releasing the correct and complete BOM for manufacturing.

Responsibilities include

Prepare BOM based on the approved technical requirements and drawing.

Verify all major and bought-out components.

Verify material grades and MOCs.

Ensure special materials and components are clearly identified.

Coordinate with Purchase / Stores for availability or procurement requirements.

Ensure BOM revisions are controlled.

Ensure manufacturing receives only the latest approved BOM.

Identify long-lead or critical components at the contract review stage.

⸻

- Job Card / Manufacturing Release

CRD shall prepare and release the Job Card / Manufacturing Package after completion of the required contract review.

The manufacturing package shall contain all information necessary for production to execute the order correctly.

Before release, CRD shall verify:

PO requirements

Approved drawings

Datasheet

BOM

Job Card

Applicable specifications

ITP

Testing requirements

Special process requirements

Quality requirements

Customer-specific requirements

Approved deviations / clarifications

Required certifications

No order shall be released to manufacturing with incomplete or ambiguous technical requirements.

⸻

- Interdepartmental Coordination

CRD shall act as the central coordination point between:

Sales / Projects → CRD → Engineering / QA / QC / Purchase / Stores → Manufacturing The role requires continuous coordination with:

Sales

Project Management

Engineering

QA

QC

Purchase

Stores

Production

Planning

Dispatch

Documentation / Commercial

Customer / EPC / Third-Party Inspector, wherever applicable

CRD shall proactively identify bottlenecks and ensure that pending inputs are closed within the required timeline.

⸻

- Customer Documentation Submission

Prepare documentation transmittals.

Submit drawings, datasheets, ITPs, procedures and other applicable documents to customers.

Track customer review and approval status.

Maintain a document approval tracker.

Follow up internally for timely responses to customer comments.

Ensure revised documents are resubmitted within the agreed timeline.

Maintain complete traceability of submitted and approved documents.

⸻

- Order Execution Control

CRD shall maintain visibility of every order under execution and identify documentation or technical bottlenecks before they affect manufacturing or delivery.

The CRD executive shall

Track order status from PO receipt to manufacturing release.

Identify pending documents and approvals.

Escalate delays.

Maintain order-wise documentation status.

Ensure technical queries are closed.

Ensure all manufacturing inputs are available before release.

Prevent manufacturing errors caused by incomplete or incorrect documentation.

⸻

- Change Management

Any change in customer requirements after PO release shall be properly controlled.

CRD shall

Record customer changes.

Assess their technical impact.

Coordinate with Sales / Projects / Engineering / QC / Production.

Update drawings, datasheets, BOMs and job cards where required.

Ensure obsolete documents are withdrawn.

Issue revised documents with proper revision control.

Communicate changes to all affected departments.

⸻

- Document Control

CRD shall maintain proper document control throughout the order lifecycle.

This includes

Document numbering

Revision control

Approval status

Submission dates

Customer comments

Resubmission dates

Final approval

Distribution of approved documents

Withdrawal of obsolete documents

Maintaining order-wise technical records The objective is to ensure “one order – one controlled technical package.”

⸻

- Automation & Process Improvement A key responsibility of the CRD function will be to continuously improve and automate the contract review process.

The CRD team shall actively participate in:

Digital PO reading and data extraction

Automated PO vs quotation comparison

Automated identification of deviations

Digital document checklists

Automated drawing / document status tracking

Automated customer approval tracking





Digital BOM generation

Automated Job Card generation

ERP integration

Automated manufacturing release workflows

Dashboard-based order tracking

Automated alerts for pending approvals and documents

Creation of standard templates and document libraries The objective is to progressively reduce:

Manual data entry

Repetitive documentation work

Human errors

Documentation delays

Manufacturing errors

Dependency on individual employees

⸻

- Key Performance Indicators (KPIs)

The CRD function shall be measured on the following KPIs:

Contract Review

% POs reviewed within defined TAT

PO review accuracy

Number of errors identified before manufacturing

Number of technical clarifications pending

Documentation

% documents prepared within TAT

First-time approval rate

Customer document rejection / comment rate

Document resubmission TAT

Document approval cycle time

Manufacturing Release

% orders released to manufacturing on time

Number of manufacturing delays due to CRD

Number of BOM / Job Card errors

Number of revision-related manufacturing errors

Quality

Documentation-related NCRs

Customer complaints attributable to documentation errors

Number of missing / incorrect technical requirements

Process Improvement

Automation initiatives implemented

Reduction in manual processing time

Reduction in documentation errors

Improvement in order release cycle time

⸻

- Authority & Accountability The CRD team shall have the authority to hold an order from manufacturing release if:

PO requirements are unclear.

Required technical information is missing.

Drawing is not approved where approval is mandatory.

BOM is incomplete.

Applicable procedures are unavailable.

ITP / quality requirements are unresolved.

Customer clarification is pending.

There is a conflict between PO, quotation and technical documents.

Required deviations have not been approved.

Any critical technical requirement has not been established.

CRD shall be accountable for ensuring that the manufacturing team receives a complete, accurate and controlled manufacturing package.

⸻

- Required Qualifications

Education

Diploma / Bachelor’s Degree in Mechanical Engineering, Production Engineering, Instrumentation Engineering or related discipline.

Experience

2–7 years of experience in engineering, contract review, technical documentation, project execution, instrumentation manufacturing or similar industrial environment.

Experience in pressure / temperature / level / flow instrumentation will be an advantage.

⸻

- Required Technical Skills The candidate should have working knowledge of:

Engineering drawings

Technical datasheets

BOM preparation

Manufacturing processes

Instrument specifications

MOC / material selection

Pressure and temperature instrumentation

Inspection requirements

ITPs

Quality documentation

Customer specifications

Engineering standards

Document control

ERP / Excel-based systems

Knowledge of relevant standards such as ASME, API, ASTM, NACE, IEC, EN and customer-specific specifications will be an advantage.

⸻

- Behavioural Competencies The ideal candidate should demonstrate:

Strong attention to detail

High ownership

Technical curiosity

Excellent coordination skills

Strong follow-up ability

Ability to work under deadlines

Problem-solving mindset

Robust written and verbal communication

Ability to manage multiple orders simultaneously

Ability to identify risks proactively

Process-oriented thinking

Willingness to adopt automation and digital tools

⸻

- Ideal Candidate Profile The ideal CRD professional is not merely a documentation executive.

The person should understand the complete journey:

Customer PO → Contract Review → Technical Requirements → Drawing → Datasheet → ITP / Procedures → BOM → Job Card → Manufacturing Release The candidate should be capable of understanding what the customer has ordered, converting that requirement into clear technical documentation, coordinating with all internal stakeholders, and ensuring that manufacturing can execute the order without ambiguity or dependency on repeated clarification.

⸻

- Core Responsibility Statement The CRD Department is the technical gatekeeper between order receipt and manufacturing. Its responsibility is to convert the customer’s contractual and technical requirements into a complete, accurate, approved and controlled manufacturing package, while ensuring timely coordination, documentation, compliance and continuous process automation.

📌 Contract Review Department Engineer (Navi Mumbai)
🏢 General Instruments Consortium (Gauges Bourdon | MINCO India)
📍 Navi Mumbai