Quality Document Coordinator

Matrix Project Services; Catoosa (OK); On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Medical, dental and vision plans

401(k) plan with company match

ESPP

Wellness program

Tuition reimbursement

Paid time off

Job summary

Matrix Project Services is seeking a Quality Document Coordinator to support the Quality Department's daily operations and maintain quality documentation. The role reports to the Manager of Welding & NDE and collaborates across Project Services Quality to ensure controlled, compliant records.

Key duties include managing WPQ templates, qualification records, and certification files, as well as ensuring documentation accuracy and audit readiness across operating units.

Qualifications

• 3+ years administrative support experience with a strong working knowledge of general office procedures.
• Previous experience with quality and welding documents preferred.
• Previous experience with the software CEI Weld Pro Write would be a plus.
• Excellent computer skills, including proficiency with MS Word, Excel, Intelex, PowerPoint, and Outlook.
• Strong organizational skills; detail-orientation and a sense of urgency for completing assignments.
• Excellent communication and interpersonal skills; must be courteous, professional, and diplomatic in dealing with internal and external contacts.
• Excellent time management skills, with the ability to prioritize work and manage multiple projects with conflicting deadlines.
• Ability to work well under pressure and maintain a positive, professional demeanor.
• Ability to maintain confidentiality.

Responsibilities

• Actively supports safety and Core Values.
• Represents the Company with high moral standards and ethics.
• Provides general administrative support to the Quality team (memos, reports, correspondence).
• Manages Welder Management Database (WPQ templates, continuity data, reports).
• Performs quality checks of WPQs for ASME IX compliance.
• Manages NDE Certification file processing and distribution for units and supervisors.
• Tracks Visual Acuity and NDE Certification expiration dates and notifies supervisors.
• Manages API and AWS certification records to ensure compliance.
• Maintains inspection equipment records in Tool Watch for QA and audits.
• Controls welding and NDE document distribution and archiving in master records.
• Develops and standardizes forms/templates/reports in IMS to support process improvement.
• Assists the Project Services Quality team with other tasks as assigned.

Skills

Administrative support

Attention to detail

Communication skills

Time management

Confidentiality

Professional demeanor

Tools

MS Word

Excel

Intelex

PowerPoint

Outlook

CEI Weld Pro Write

Job description

The Quality Document Coordinator is responsible for providing administrative support for the daily operations of the Quality Department as well as maintaining Quality documentation. The Quality Document Coordinator reports to the Manager of Welding & NDE but provides assistance to all members of Project Services Quality. In addition to the following, this includes many tasks assigned by the Manager of Welding & NDE.

Job Summary

The Quality Document Coordinator is responsible for providing administrative support for the daily operations of the Quality Department as well as maintaining Quality documentation. The Quality Document Coordinator reports to the Manager of Welding & NDE but provides assistance to all members of Project Services Quality. In addition to the following, this includes many tasks assigned by the Manager of Welding & NDE.

Essential Functions

• Actively supports the Company’s commitment to safety and its “Core Values.”
• Represents the Company at all times with high moral standards while adhering to the Company’s “Code of Business Conduct and Ethics.”
• Provides general administrative support to the Quality team including the preparation of memos, reports, and other correspondence.
• Manages the Welder Management Database for all operating units, including Welder Qualification Records, Welder Continuity data and reports, WPQ templates, and standardized WPQ and Continuity processes.
• Performs quality checks of WPQs for compliance with ASME Section IX and applicable Construction Standards.
• Manages NDE Certification file processing and distribution, including training and certification materials, for all operating units and approved shop supervisors, field supervisors, and NDE trainers.
• Tracks Visual Acuity and NDE Certification expiration dates and notifies shop and field supervisors.
• Manages API and AWS certification records for all units to ensure compliance with company requirements and applicable standards.
• Manages inspection equipment records within Tool Watch, including tracking, documentation accuracy, and compliance monitoring, to support quality assurance, audit readiness, and operational reliability.
• Manages the welding and NDE distribution function to ensure that all documents sent, received, or archived are properly controlled and maintained within master records.
• Develops, maintains, and standardizes forms, templates, and reports within the Corporate Welding and NDE Integrated Management System (IMS) to support process improvement, consistency, and compliance across all operating units.
• Assists the Project Services Quality team with other tasks as assigned.

Job Qualifications

• 3+ years administrative support experience with a strong working knowledge of general office procedures.
• Previous experience with quality and welding documents preferred.
• Previous experience with the software CEI Weld Pro Write would be a plus.
• Excellent computer skills, including proficiency with MS Word, Excel, Intelex, PowerPoint, and Outlook.
• Strong organizational skills; detail-orientation and a sense of urgency for completing assignments.
• Excellent communication and interpersonal skills; must be courteous, professional, and diplomatic in dealing with internal and external contacts.
• Excellent time management skills, with the ability to prioritize work and manage multiple projects with conflicting deadlines.
• Ability to work well under pressure and maintain a positive, professional demeanor.
• Ability to maintain confidentiality.

Full-time employees are offered a comprehensive benefits package, including medical, dental and vision plans covering eligible employees and dependents, disability benefits, life and AD&D insurance, an employee assistance program (EAP), a 401(k) plan with company match, an employee stock purchase plan (ESPP), a robust wellness program and adoption assistance. Some employees may also be eligible for paid time off, tuition reimbursement and a performance or safety bonus program.

At Matrix, we are dedicated to building a diverse, inclusive, and authentic workplace. We encourage all whose experience aligns with the listed qualifications to apply and explore joining our organization.

EEO/M/F/Disability/Vets Employer

We are an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, genetic information, marital status, disability, veteran status, or other legally protected characteristic or category.

Applicants must be currently authorized to work in the United States on a full-time basis.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.