Quality Documentation Specialist

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

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.