Quality Management Systems Coordinator

Job Details

Description

JOB SUMMARY :

The QMS (Quality Management System) Coordinator is responsible for managing and maintaining the company’s Quality Management System (QMS), including documentation, employee training records, and quality records. This role supports internal audits and may assist with customer-facing documentation, such as DataBooks, as part of cross-training for PTO coverage. In addition to core QMS administration tasks, the QMS Coordinator plays a key role in the digital transformation of the QMS, supporting the implementation of paperless processes and system improvements. The role ensures compliance with ISO 9001 and AS9100 standards, helps streamline documentation and training processes across departments, and collaborates cross-functionally to improve QMS effectiveness and elevate the maturity of the Quality function.

ESSENTIAL DUTIES & RESPONSIBILITIES :

• QMS Document Control

oManage all QMS documents, including procedures, work instructions, forms, and manuals; ensure revision control and proper approvals.

oSupport other departments in formatting and publishing controlled documents in compliance with company standards.

oEnsure compliance with customer-specific documentation requirements.

oMaintain and update the training matrix or requirements based on role responsibilities.

oAssign, track, and follow up on training completions for all employees through the QMS or LMS system.

oCoordinate onboarding training and ensure proper documentation of training records.

oSupport audit readiness by ensuring training documentation is complete and current.

oCollect, scan, and archive quality records (e.g., inspection records, certifications, work orders).

oOrganize and maintain electronic and hard copy files in compliance with the company’s record retention policy.

oRetrieve and prepare quality records as needed for audits or customer requests.

oAssist the Sales team with documentation requests for customers.

oAssist in record review to ensure completeness, accuracy and compliance with AS9100 requirements.

oAssist in internal process audits and maintaining audit records.

oSupport internal auditors by managing documentation and tracking / reporting audit trends.

oEnsure proper storage and organization of audit records.

oSupport Quality Engineers and team members in filing and organizing evidence related to corrective actions (e.g., photos, training records, updated work instructions).

oHelp monitor due dates and status of open actions and escalate delays to responsible parties.

oProvide coverage for customer-facing documentation tasks, such as DataBooks, manufacturing record books, and instructions / O&M manuals as part of cross-training during Document Coordinator’s absences.

oAct as an administrator of QMS software (e.g., QISS) for managing documents and training modules.

oLead or support initiatives to digitize and automate QMS processes, moving toward a paperless quality system.

oIdentify and support continuous improvement opportunities related to QMS documentation, records and training management processes.

oProvide high-level service to both internal and external customers in all quality-related documentation activities.

oSupport Quality Engineers and Managers in process improvement, data tracking, and risk-based documentation strategies.

oCross-train with the Document Coordinator for backup coverage as needed.

oFollow all GP&C safety, quality, and business procedures and maintain a clean and safe working environment.

oReport all safety incidents, near misses, and injuries immediately.

oPromote teamwork, communication, and a positive working environment.

oPerform other duties as assigned by the Quality Manager.

QUALIFITCATIONS & EXPERIENCE :

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT :

Qualifications

Skills

Behaviors

Motivations

Education

Experience

Licenses & Certifications

Equal Opportunity Employer

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