Quality Documentation Specialist - Data Books (54621)

Role

The Quality Documentation Specialist – Data Books is responsible for compiling, reviewing, and maintaining Record Books, Quality Control Data Books, and final documentation packages for equipment and materials supplied to oil and gas projects. This role ensures that all quality records — inspection reports, material certificates, test results, and traceability documents — are accurate, complete, and compliant with client, industry, and regulatory standards prior to equipment shipment or project handover.

Essential Functions

• Ownership of all record retention activities, reviews, approvals, digitization.
• Compile and assemble Data Books /Collect and verify supporting documentation, including material test certificates.
• Collaborate with the quality team to ensure documentation accuracy and completeness.
• Provide live updated status and timeline intervals for international order documentation completion.
• Identify discrepancies or gaps in documentation and coordinate corrective actions with QC inspectors, engineering, and procurement teams.
• Organize and manage document control systems, including version control and archiving.
• Maintain organized document control systems/databases for retrieval and audit purposes. Support internal and external audits, client inspections, and third-party certification body reviews by providing necessary documentation.
• Maintain confidentiality and security of all quality-related documentation.
• Conduct all business activities in accordance with the company code of conduct, policies and procedures and all applicable legal requirements.
• Perform other duties and activities assigned by supervisor within the physical constraints of the job.

Qualifications

QUALIFICATIONS & REQUIREMENTS

REQUIRED
•    5+ years of experience in quality documentation, document control, or QA/QC support within oil and gas, manufacturing
•    Working knowledge of API Q1, ISO 9001, ASME (Sec. II, V, VIII, IX), API (19G1 7 19G2 etc.), NACE, and ISO 9001 requirements as applicable to data book content
•    Strong attention to detail and document accuracy.
PREFERRED
•    Experience using document control systems (e.g., SharePoint, Aconex, EDMS, Meridian, or similar).
•    Familiarity with client-specific data book templates and submission portals.
•    Experience working with third-party inspection agencies 

Skills, Abilities & Work Style

• Excellent organizational and time-management skills; ability to manage multiple data books/projects simultaneously.
• Strong written communication skills for compiling technical reports and correspondence.
• Proficiency in MS Office (especially Excel and PDF editing/bookmarking tools, e.g., Adobe Acrobat).
• Ability to read and interpret engineering drawings, specifications, and inspection reports.
• Strong follow-up and coordination skills across multi-disciplinary teams.

Work Environment & Physical Demands

• This position requires working primarily in an office environment and sometimes in the shop/warehouse. It also requires working around heavy machinery, mechanical equipment with moving parts and electrical equipment as well as exposure to loud noises and contaminants.
• Eye Exam: Ishihara Color Blindness & FAA Acuity Exam.
• The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to use a telephone, computer keyboard and mouse; reach with hands and arms; talk and listen. The employee is frequently required to walk and sit, as well as to lift and carry objects such as books, files and supplies weighing up to 25 pounds.  When working on site, the employee is required to stand, stoop, kneel and climb stairs. Specific vision abilities required by this position include close vision and the ability to adjust focus. 

Background Check & Drug and Alcohol Testing 

The Company will conduct a job-related background check for all safety sensitive positions. The background check may consist of prior employment verification, professional reference checks, education confirmation, criminal background, motor vehicle record checks, drug and alcohol testing, and/or credit checks, as permitted by law. Third-party services may be hired to perform these checks. Although the type of background information checked for a particular applicant or employee will vary based on the position offered or the position held and the nature of the business, the checks will be applied consistently within that business and position. 

Information obtained during any criminal record check will not necessarily disqualify an applicant or employee from employment. 

All offers of employment and continued employment are contingent upon a satisfactory background check. All background checks will be conducted and used in compliance with all applicable federal and state laws. 

The Company also relies upon the accuracy of information contained in employment applications, as well as the accuracy of other necessary information presented throughout the hiring process and employment. Misrepresentations, falsifications, or material omissions of any information may result in the exclusion of the individual from further consideration for employment or promotion, and for current employees, could result in termination of employment. 

Equal Employment Opportunity 

Tally Personnel, LLC is an equal opportunity employer. The Company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. All such discrimination and harassment is unlawful and will not be tolerated.