QHSE Coordinator - Document Control & Systems

Job Description

Job Description

Job SummaryThe QHSE Document Control Coordinator supports the administration, maintenance, and organization of the company’s Quality, Health, Safety, and Environmental management system documentation, records, and related administrative workflows. This position helps ensure that controlled documents, records, procedures, forms, training records, audit files, and QHSE support documents are maintained, distributed, retained, and retrievable in accordance with company requirements and applicable ISO-based management system expectations.JOB DUTIES/Responsibilities

Document Control & Records Management

• Maintain and control QHSE documents, records, and revisions. 
• Coordinate document review, approval, distribution, and publication. 
• Ensure current documents are available and obsolete versions are archived or removed. 
• Maintain records systems to support document retention, retrieval, and compliance.

• Maintain QHSE management system records, trackers, training records, and documentation supporting ISO 9001, ISO 14001, and ISO 45001 compliance.
• Support management reviews, employee awareness initiatives, and the tracking of corrective actions, audits, and nonconformities.
• Coordinate audit documentation, records, and objective evidence for internal, external, customer, and supplier audits.
• Maintain audit schedules, files, reports, and action-item follow-up to support audit readiness and closure.
• Maintain PPE inventory, issuance, inspection, and safety equipment calibration and maintenance records.
• Support PPE procurement, equipment inspections, training records, and related compliance activities.
• Process routine SAP transactions and maintain purchasing, vendor, and departmental records.
• Provide administrative support including order follow-up, data entry, reporting, documentation, and budget recordkeeping.

Continuous Improvement Support

• Participate in QHSE improvement projects and document-control improvement activities.
• Identify opportunities to improve filing structures, document retrieval, record accuracy, and administrative workflows.
• Support implementation of approved process improvements.
• Complete assigned tasks in a timely manner and with the required level of quality.
• Perform other related duties as assigned.

Education

Required

High school diploma or equivalent.

Preferred

• Associate degree or bachelor’s degree in Business Administration, Industrial Technology, Environmental Science, Occupational Health & Safety, Quality Management, or a related field.
• ISO internal auditor training or QHSE-related coursework preferred.

Work Experience

Required

• 1–3 years of experience in document control, administrative coordination, quality, safety, environmental, compliance, manufacturing support, or related business support functions.
• Experience maintaining records, logs, files, controlled documents, or compliance documentation.
• Experience using Microsoft Office applications.

Preferred

• Experience supporting audit preparation or audit records.
• Experience in a manufacturing, industrial, engineering, or technical service environment.

Required SKILLS/ABILITIES 

• Strong organizational skills and attention to detail.
• Ability to maintain accurate records and controlled documents.    
• Ability to prioritize work, manage time effectively, and meet deadlines.
• Strong written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Proficiency with Microsoft Office Suite or related software.
• Ability to work independently while following established procedures.
• Ability to work effectively with QHSE, operations, procurement, project, and support teams
• Basic analytical and problem-solving skills.
• Ability to support routine employee awareness or training sessions as assigned.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to occasionally lift up to 25 pounds.
• Ability to periodically work in manufacturing, warehouse, laboratory, or industrial settings as needed.
• Ability to periodically travel domestically, if required.

Quality

• Take responsibility for the sustainability of Axens and ensuring quality performance 
• Report any and all quality related issues or non-conformities to your manager 
• Maintain awareness, proactively participate and support all Axens policies for quality management
• Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 9001 to latest revision
• Assist in achieving Site, Department, Regional and Global Quality Management Program goals and objectives. 

Health and Safety

• Take responsibility for the health and safety of self and others 
• Report any and all health and safety incidents to your manager 
• Maintain awareness, proactively participate and support all Axens policies and objectives regarding health and safety 
• Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 45001 to latest revision
• Assist in achieving Site, Departmental, Regional and Global Health and Safety goals and objectives 

Environmental

• Take responsibility for the sustainability of Axens and protecting the environment 
• Report any and all environmental concerns or incidents to your manager 
• Maintain awareness, proactively participate and support all Axens policies regarding environmental protection
• Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 14001 to latest revision
• Assist in achieving Site, Departmental, Regional and Global Environmental Management Program goals and objectives