Quality Assurance Administrative Assistant

Job Description

Job Description

Description:

The QA Administrative Assistant provides organized, responsive administrative support to the Quality Assurance department. This role serves as the first point of contact for routine quality requests, coordinates supplier qualification communications and documentation, maintains request workflows, and keeps customers and internal stakeholders informed.

By owning recurring administrative work, the position enables QA professionals to focus their expertise on technical review, investigation, compliance, and continuous improvement. This role reports to the Quality Assurance Department Manager.

Requirements:

Customer Request Intake & Communication

• Serve as the primary customer-facing conduit through email. Monitor and manage the Quality inbox using a responsive, customer-service approach; acknowledge incoming requests; gather missing administrative information; and convert requests into accurate tasks in the QA Requests Asana project.
• Perform initial administrative triage, categorize requests, assign them to QA staff through the appropriate project management dashboards, and escalate urgent, unclear, or high-risk matters to the QA Manager.

Supplier Qualification Coordination

• Coordinate supplier qualification communications and completion from intake through closure. Send and track questionnaires or document requests, follow up on outstanding items, maintain qualification records, and route technical or approval decisions to qualified QA personnel.

Workflow & Status Management

• Provide customers and internal stakeholders with routine, accurate status updates; monitor due dates and aging requests; document follow-up activity; and promptly escalate service risks or urgent needs through the QA Manager.
• Coordinate and maintain QA Asana projects, dashboards, assignments, due dates, templates, and other administrative workflows so work is visible, current, and properly routed.

Routine Records & Feedback Routing

• Prepare routine incoming requests for release or fulfillment, including training records, SOP access, ISO certificates, and approved website or document access. Verify completeness and route any item requiring quality judgment or approval to QA staff.
• Process and document positive customer feedback. Route negative feedback, complaints, or potential quality events to QA staff for assessment and investigation without delay.

CAPA, Training & Department Administration

• Assign approved CAPA implementation steps to department managers, track due dates, send reminders, maintain supporting records, and escalate overdue or blocked actions. Technical assessment and CAPA approval remain with authorized personnel.
• Send training reminders, track administrative completion status, follow up with employees and managers, and maintain accurate records in accordance with established procedures.
• Maintain the department calendar, coordinate meetings and deadlines, prepare routine agendas or follow-up notes, and support other non-QA-specific administrative tasks identified within the department.

Quality & Decision-Making Boundaries

This position supports quality-system execution but does not independently make technical quality decisions unless formally trained, authorized, and assigned under an approved procedure. Supplier approvals, complaint determinations, CAPA approvals, investigations, and release decisions must be routed to the appropriate QA professional.

Qualifications & Experience

Required Qualifications

• High school diploma or equivalent; additional education in business administration, quality, life sciences, or a related area is a plus.
• Prior administrative, customer service, project coordination, or operations support experience.
• Strong written communication skills and the ability to provide clear, professional updates to customers and colleagues.
• Excellent organization, follow-through, attention to detail, and comfort managing multiple requests with competing deadlines.
• Sound judgment in recognizing urgency, incomplete information, and matters that require escalation.
• Working proficiency with common office productivity and collaboration tools, with the ability to learn new systems quickly.
• Ability to handle confidential or controlled information with discretion and follow documented procedures consistently.

Preferred Qualifications

• Experience in a regulated, ISO-certified, manufacturing, laboratory, healthcare, or other quality-focused environment.
• Familiarity with quality management systems, document control, supplier qualification, CAPA, training records, or customer complaint workflows.
• Experience using email and project management platforms, or comparable workflow and shared-inbox tools.
• 2-4 year’s experience with office administration, including insurance, banking, accounting, engineering and/or technology.