Documentation Specialist

All ELLWOOD Groups • Houston, TX

1d

About The Position

The Documentation Specialist will be responsible for organizing, maintaining, and controlling company records and technical documents. This role ensures accuracy, traceability, and efficiency across operations by supporting departments like quality, engineering, manufacturing, and management. The specialist will ensure all documentation meets company, customer, and regulatory requirements, manage electronic document systems, and assist during audits and inspections. This position also plays a key role in improving documentation systems and workflows, including the transition from paper to digital systems, and reducing documentation errors.

Requirements

• Organizing, maintaining, and controlling company records.
• Technical document control.
• Ensuring accuracy, traceability, and efficiency.
• Meeting company, customer, and regulatory requirements.
• Preparing, reviewing, and filing technical and quality documents.
• Maintaining records for inspections, certifications, procedures, and audits.
• Controlling document revisions.
• Managing electronic document systems, including customer portals and websites.
• Assisting during audits, customer reviews, and regulatory inspections.
• Maintaining and organizing quality records, manufacturing records, weld logs, NDE reports, certifications.
• Ensuring revision of procedures, drawings, specifications is current and controlled.
• Uploading and managing records in ERP/MRP/customer portals.
• Tracking document status, approvals, and expirations.
• Compiling final data records.
• Preparing customer data books and certification packages.
• Verifying documentation meets customer, regulatory, and contract requirements.
• Coordinating documentation submissions with customers and suppliers.
• Ensuring inspectors and technicians submit complete and accurate paperwork.
• Reviewing reports for completeness, signatures, dates, procedure compliance, and accuracy.
• Assisting in nonconformance documentation and corrective action tracking.
• Maintaining Calibration logs.
• Archiving completed records per retention requirements.
• Transitioning from paper systems to digital systems.
• Developing templates, checklists, and standardized forms.
• Reducing documentation errors and improving turnaround time.

Nice To Haves

• Support departments such as quality, engineering, manufacturing, and management.
• Support compliance for customer Data Book requirements.
• Support production flow by preventing paperwork bottlenecks.
• Generate reports for management on overdue documentation or project status.
• Schedule document reviews and approvals.
• Improve documentation systems and workflows.

Responsibilities

• Organizing, maintaining, and controlling company records and technical documents.
• Ensuring all documentation meets company, customer, and regulatory requirements.
• Preparing, reviewing, and filing technical and quality documents.
• Maintaining records for inspections, certifications, procedures, and audits.
• Controlling document revisions and ensuring only current documents are in use.
• Supporting compliance for customer Data Book requirements.
• Managing electronic document systems, including customer portals and websites.
• Assisting during audits, customer reviews, and regulatory inspections.
• Maintaining and organizing quality records, manufacturing records, weld logs, NDE reports, and certifications.
• Ensuring revision of procedures, drawings, and specifications is current and controlled.
• Uploading and managing records in ERP/MRP/customer portals.
• Tracking document status, approvals, and expirations.
• Compiling final data records.
• Preparing customer data books and certification packages.
• Verifying documentation meets customer, regulatory, and contract requirements.
• Coordinating documentation submissions with customers and suppliers.
• Ensuring inspectors and technicians submit complete and accurate paperwork.
• Reviewing reports for completeness, signatures, dates, procedure compliance, and accuracy.
• Assisting in nonconformance documentation and corrective action tracking.
• Supporting production flow by preventing paperwork bottlenecks.
• Maintaining Calibration logs.
• Generating reports for management on overdue documentation or project status.
• Scheduling document reviews and approvals.
• Archiving completed records per retention requirements.
• Improving documentation systems and workflows.
• Helping transition from paper systems to digital systems.
• Helping develop templates, checklists, and standardized forms.
• Reducing documentation errors and improving turnaround time.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed