Quality Systems Coordinator

Job Description

Job Description

Position Overview

The Quality Systems Coordinator supports the Quality Management System (QMS) by coordinating documentation, records, audits, training, and administrative activities that enable efficient business operations. This role also serves as a professional front-office resource by welcoming visitors, supporting customer and vendor visits, and assisting with company communications and administrative initiatives. Working closely with the Director of Quality and cross-functional departments, the Quality Systems Coordinator helps maintain an organized, compliant, and customer-focused workplace.

This role is ideal for an organized, service-oriented professional who enjoys supporting multiple teams, coordinating business activities, and creating a positive first impression for employees, customers, and visitors.

Primary Responsibilities

• Maintain the Quality Management System (QMS) by coordinating controlled documents, records, forms, and standard operating procedures.
• Administer the company's quality management software (UniPoint) by maintaining quality records, monitoring workflows, and supporting routine system activities.
• Serve as the primary front-office resource by greeting visitors, assisting customers and vendors, answering incoming calls, and creating a professional, welcoming environment.
• Coordinate quality system activities, including audit scheduling, management review support, calibration tracking, training records, and corrective action follow-up.
• Coordinate customer visits, vendor visits, meetings, training events, and other company activities, including scheduling, room preparation, and related logistics.
• Prepare reports, presentations, meeting agendas, meeting minutes, announcements, and other business communications.
• Monitor departmental action items and recurring activities to help ensure assignments and deadlines remain on schedule.
• Provide administrative and coordination support for the Quality department and other business functions through special projects, communications, and documentation.
• Identify opportunities to improve administrative processes and support the company's commitment to continuous improvement.
• Perform other duties and special projects as assigned.

Basic Qualifications

• Associate degree in Business, Quality, Office Administration, or a related field; or equivalent combination of education and experience.
• One (1) to three (3) years of administrative, office coordination, quality systems, or manufacturing support experience.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to learn company software applications.
• Ability to maintain confidential information while demonstrating professionalism and sound judgment.
• Strong interpersonal and customer service skills with the ability to interact professionally with employees, customers, vendors, and visitors.
• Ability to work independently while collaborating effectively with cross-functional teams.

Preferred Qualifications

• Experience working within an ISO 9001 or other regulated quality management system.
• Experience with document control, records management, or quality management software (e.g., UniPoint, ETQ, MasterControl, or similar systems).
• Experience coordinating audits, training records, or compliance-related activities.
• Experience supporting manufacturing, engineering, or other industrial environments.
• Experience creating professional business documents, reports, presentations, and visual communications.
• Lean, Six Sigma, or Internal Auditor training/certification is a plus

Physical Requirements and Work Environment • Ability to stand and walk for extended periods of time • Ability to crouch, kneel, and occasionally climb as needed to observe manufacturing processes • Ability to lift up to 50 lbs occasionally • Work is performed in both an office and manufacturing environment