Documentation Control Specialist

PRIMARY DUTIES & RESPONSIBILITIES

Document Control & Quality Records (API Q1 / ISO Aligned)

- Control, maintain, and update internal and external documents in accordance with API Q1 document and record control requirements.

- Ensure proper document review, approval, revision control, distribution, and archival.

- Prevent unintended use of obsolete documents across all departments.

- Maintain document retention and traceability requirements per API Q1 and customer contracts.

- Support internal and external audits by ensuring document readiness and traceability.

Calibration Management

- Maintain and update the calibration system for all inspection, measuring, monitoring, and test equipment (TMMDE).

- Track calibration status, due dates, out-of-tolerance conditions, and corrective actions.

- Ensure calibration records are complete, accurate, and readily available for audits.

- Coordinate with external calibration providers as needed.

Training & Competency Records

- Maintain training matrices and personnel qualification records per API Q1 requirements.

- Ensure timely updates for onboarding, job-specific training, retraining, and competency assessments.

- Track training effectiveness and expiration where applicable.

- Support department managers with training documentation and reporting.

Receiving & Supplier Documentation

- Review, organize, and control supplier documentation received with raw materials and purchased components, including Material Test Reports (MTRs), Certificates of Conformance, and supplier quality documents.

- Ensure supplier documents meet purchase order, specification, and API Q1 requirements.

- Maintain traceability between received materials and production records.

- Coordinate with Supply Chain and Quality on nonconforming or missing supplier documentation.

Customer Documentation & Data Packages

- Create, review, and compile complete customer data packages in accordance with contract, customer, and API requirements.

- Ensure accuracy, consistency, and traceability of records included in customer packages.

- Coordinate with Quality, Production, Engineering, and Shipping to ensure timely release of documentation.

- Maintain records of delivered customer documentation.

Data Entry & System Integrity

- Perform accurate data entry across systems supporting: Receiving, Production, Inspection, and Shipping.

- Ensure data integrity and traceability from raw material receipt through final product shipment.

- Support continuous improvement by identifying gaps, redundancies, or waste in documentation and data flow.

Purchasing Support (In-Department)

- Support Quality-related purchasing activities in alignment with the NOV Supply Chain program.

- Assist with purchase requisitions for calibration, quality services, and approved suppliers.

- Ensure purchasing documentation complies with NOV procedures and API Q1 requirements.

- Coordinate with Supply Chain on supplier documentation and approvals.

Continuous Improvement & Quality Culture

- Support the shift from detection to prevention by improving document clarity, availability, and usability.

- Identify opportunities to simplify, standardize, and digitize documentation processes.

- Participate in corrective actions, management review inputs, and quality improvement initiatives.

Act as a quality system resource for production, inspection, and support teams.

EDUCATION & EXPERIENCE QUALIFICATIONS

- Associate or bachelor’s degree preferred (Quality, Business, Engineering, or related field).

- Experience in document control, quality systems, or regulated manufacturing environment.

- Working knowledge of API Q1 and/or ISO 9001 requirements.

- Strong attention to detail and organizational skills.

- Proficiency with ERP systems, document control platforms, and Microsoft Office.

- Ability to work cross-functionally with Quality, Supply Chain, Production, and Engineeri ng.

Preferred Qualifications

- Experience in oil & gas, fiberglass, or manufacturing environments.

- Experience supporting audits (internal, customer, API).

- Familiarity with calibration systems and training management.

- Experience with customer data books and supplier quality documentation.

JOB REQUIREMENTS

Ability to work overtime and shift work as required

BEHAVIORAL COMPETENCIES

- Quality & Prevention Mindset

- Ownership, Accountability, & Attention to Detail

- Process Thinking & Continuous Improvement

- Communication & Collaboration

- Time Management & highly organized

- Integrity & dependability

NOV offers a competitive benefits package, starting the first date of employment that includes: medical, dental, vision, life insurance, 401K savings plan, paid time-off, starting with 3 weeks of vacation! For more specifics please visit our benefits page https://usbenefits.nov.com/