Engineering Documentation & Materials Coordinator

The Engineering Documentation & Materials Coordinator is responsible for leading engineering documentation, material planning, inventory coordination, procurement support, and project administration activities supporting the Rig-Up Yard and Fabrication Shop. This position owns the processes for project records, engineering documentation, material take-offs (MTOs), bills of material (BOMs), databooks, turnover packages, engineering-driven material requirements, and material planning required to support fabrication, manufacturing, and rig construction projects.

The Engineering Documentation & Materials Coordinator works closely with Engineering, Drafting, Project Management, Quality Control, Fabrication, Machine Shop, Purchasing, Shipping & Receiving, Asset Management, and field personnel to ensure project information, materials, and documentation are complete, accurate, and available throughout project execution. This position directly supervises the shop Inventory Coordinator and Buyer and serves as a key liaison between engineering, manufacturing, procurement, inventory, and project execution teams.

Key Responsibilities

Project Documentation & Databooks

• Lead the development, organization, review, and completion of project databooks and turnover documentation.
• Collect, organize, and maintain Material Test Reports (MTRs), NDE reports, welder qualifications, WPSs, PQRs, inspection records, certifications, and other project documentation.
• Ensure project documentation is complete, accurate, and maintained in accordance with Company, customer, and project requirements.
• Ensure project closeout and turnover requirements are completed through documentation review, verification, and record retention.

Drawing & Revision Control

• Oversee drawing updates, revision control activities, and distribution of current engineering documents.
• Ensure fabrication, procurement, quality, and project teams are utilizing current approved drawings and specifications.
• Coordinate implementation of engineering changes and maintain documentation consistency throughout project execution.
• Work closely with Engineering and Drafting teams to ensure project records reflect current revisions and design updates.

Material Take-Offs & BOM Management

• Own the development, maintenance, and accuracy of material take-offs (MTOs) and bills of material (BOMs) supporting fabrication and construction projects.
• Review engineering drawings and specifications to identify material requirements and support project planning activities.
• Lead coordination with Engineering, Drafting, Purchasing, and Fabrication teams to ensure material requirements are properly documented and maintained.
• Ensure engineering changes are reflected in material requirements, BOMs, and associated documentation.

Inventory & Material Planning

• Lead engineering-driven material planning and project inventory coordination supporting fabrication, manufacturing, and project execution requirements.
• Monitor project material requirements, inventory levels, and material availability to support project schedules.
• Coordinate project inventory counts, material audits, reconciliation activities, and accuracy initiatives with Shipping & Receiving and Inventory personnel.
• Own BOM and MTO requirements, project material planning, and material readiness while coordinating with the Shipping, Receiving, and Inventory function, which maintains responsibility for physical receipts, storage, shipments, and warehouse transaction control.
• Ensure material traceability requirements and documentation associated with project materials are complete and accurate.

Purchasing & Procurement Coordination

• Manage procurement coordination and material planning requirements supporting fabrication, machining, inventory, and project execution activities.
• Direct the Buyer and coordinate with Engineering, Inventory, and Project Management personnel to ensure material requirements are identified and procured in a timely manner.
• Monitor material status and lead resolution of purchasing, delivery, and material availability issues.

Project Administration & Coordination

• Oversee the creation and maintenance of project records, project structures, and associated documentation within Global Shop and other Company systems.
• Coordinate project documentation, material status, procurement status, and engineering records to support project execution.
• Maintain accountability for project documentation deliverables and project closeout requirements.
• Work closely with Project Management, Engineering, Fabrication, Machine Shop, Quality Control, and Purchasing personnel to ensure project information is accurate, current, and available.
• Maintain project material status reports, identify long-lead items, and communicate procurement and inventory risks that may impact project schedules.

Reporting & Continuous Improvement

• Maintain project documentation metrics, inventory reports, purchasing reports, and material status reports.
• Lead development and implementation of standardized engineering documentation, material planning, inventory coordination, and procurement processes.
• Identify opportunities to improve document control, inventory management, purchasing workflows, and project support activities.
• Drive continuous improvement initiatives focused on efficiency, accuracy, and project execution.

Minimum Qualifications

• Bachelor's degree in Engineering, Engineering Technology, Industrial Technology, Construction Management, Business Management, Supply Chain, or a related field; or equivalent combination of education and experience.
• Five (5) or more years of progressive experience supporting engineering, fabrication, manufacturing, materials management, procurement, or project execution, including experience creating or maintaining bills of material (BOMs), material take-offs (MTOs), project documentation, or manufacturing records.
• Two (2) or more years of experience in a supervisory, team lead, or project leadership role.
• Strong understanding of engineering drawings, fabrication drawings, and technical specifications.
• Experience supporting inventory management, purchasing, procurement, material coordination, or manufacturing operations.
• Experience managing or coordinating engineering documentation, databooks, turnover packages, or project records.
• Experience reviewing MTRs, NDE reports, WPSs, PQRs, certifications, and quality records.
• Proficiency with Microsoft Office applications and project management or ERP systems.

Preferred Qualifications

• Experience supporting fabrication, manufacturing, machining, or construction projects.
• Experience with Global Shop, Oracle, ERP systems, inventory management systems, or document control systems.
• Experience supporting fabrication databooks, turnover packages, and manufacturing documentation.
• Experience supporting oilfield equipment fabrication, manufacturing, or construction activities.
• Experience coordinating inventory management, purchasing, and material planning activities.

Skills & Competencies

• Strong documentation management, organizational, and team leadership skills.
• Strong understanding of material management, inventory coordination, procurement, and project support processes.
• Ability to interpret engineering drawings, specifications, and fabrication documentation.
• Effective communication with engineers, fabricators, machinists, vendors, and project teams.
• Strong analytical and problem-solving skills, with the ability to manage multiple projects and priorities while maintaining accountability, attention to detail, and accuracy.

Supervisory Responsibilities

• Develop Inventory Coordinator and Buyer personnel, including work prioritization, performance expectations, training, coaching, and accountability.
• Establish priorities and accountability for project material planning, procurement coordination, inventory accuracy, and project documentation.
• Provide direction and support regarding material management, procurement, inventory coordination, and project documentation requirements.
• Promote a culture of accountability, accuracy, customer service, and continuous improvement.

Work Environment

This position operates in both office and field environments and requires regular interaction with fabrication shops, machine shops, warehouses, vendor facilities, and project sites. Responsibilities include leading engineering documentation, engineering-driven material planning, procurement coordination, project inventory oversight, and project support functions.

Travel may be required to support vendor visits, project activities, inventory audits, and material coordination efforts.

Physical Requirements

The employee must be able to sit, stand, walk, bend, reach, safely navigate manufacturing, warehouse, and project environments, and occasionally lift, carry, push, pull, or move materials or equipment in accordance with Company safety policies.