Contract Review Department (CRD)

1. 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

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.

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1. 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.”

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1. 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

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1. 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

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1. 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.

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

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1. 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.

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1. 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
- Solid 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

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1. 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.

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1. 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