Management Systems Coordinator I

Description

Position at Lincoln Industries

Job Title: Management Systems Coordinator I

Department: Management Systems
Reports to: Sr Manager, Environmental Compliance & Management Systems

SUMMARY

Responsibilities are assigned based on system ownership. The Quality Coordinator has primary responsibility for ISO 9001, IATF 16949, customer-specific requirements, product and process auditing, customer corrective actions, and quality performance monitoring. The EHS Coordinator has primary responsibility for ISO 14001, environmental compliance activities, EHS auditing, SDS management, regulatory compliance obligations, environmental records, and environmental performance monitoring. Shared activities, including document control, management reviews, certification readiness, training coordination, and continual improvement, are completed collaboratively with ownership assigned by management.

WAGE TYPE: Salary

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Management Systems Support

• Support maintenance and continual improvement of IATF 16949, ISO 9001, ISO 14001, and ISO 27001 management systems and external-audit readiness.
• Assist with gap analyses, implementation plans, and transition activities for revised standards.
• Monitor objectives, action plans, deadlines, and performance indicators.
• Support implementation of customer-specific and regulatory requirements.
• Lead or support document-management improvements, print-library controls, environmental records, SDS management, and related system activities.

Document and Records Control

• Administer procedures, work instructions, manuals, forms, records, and other controlled information.
• Route documents for review and approval and maintain document owners, approval groups, and notification groups.
• Monitor overdue reviews and approvals and verify obsolete documents are removed from use.
• Review management-system documents for accuracy, consistency, and alignment with current processes and requirements.
• Maintain quality and environmental records in the approved document-management structure.
• Coordinate monthly print-library reviews for revision alignment, file naming, and obsolete-print removal.
• Support updates to tank labels, emergency maps, controlled postings, and related workplace information.

Internal, Process, Product, Information-Security, and EHS Audits

• Develop and maintain risk-based audit schedules and plans.
• Schedule, prepare, conduct, and document quality-system, process, product, information-security, and EHS audits according to assigned ownership.
• Support internal auditors and EHS representatives with scheduling, training, audit completion, and improvement actions.
• Enter results in the assigned tracking system, assign actions, and monitor completion and due dates.
• Analyze findings for recurring issues, risks, systemic trends, and improvement opportunities.
• Coordinate CQI and job-audit activities and verify correction and corrective-action effectiveness.
• Support emergency and contingency drill planning, tracking, and reporting.

External and Customer Audit Support

• Coordinate preparation for customer, certification, surveillance, renewal, and other external audits.
• Collect and organize objective evidence and maintain audit-readiness records.
• Track findings and follow-up actions through closure.
• Support and maintain applicable customer-specific requirements.

Corrective Action

• Track internal, customer, certification, and environmental corrective actions.
• Monitor status and on-time completion.
• Support investigation, root-cause analysis, corrective-action planning, and effectiveness verification.
• Escalate overdue or ineffective actions to the appropriate process owner or manager.
• Lead verification and closure in alignment with applicable management-system requirements.

Quality-System Monitoring - Quality Primary

• Coordinate and monitor product and process audits.
• Support review and monitoring of engineering, process, and supplier changes.
• Monitor customer requirements and coordinate updates when requirements change.

Environmental Management-System Support - EHS Primary

• Support ISO 14001 audits, management reviews, system activities, and corrective actions.
• Coordinate EHS audit schedules, action tracking, and trend analysis.
• Support objectives and reporting for air emissions, hazardous air pollutants, waste, energy, water, landfill performance, and other environmental indicators.
• Maintain environmental procedures, instructions, manuals, records, tank labels, and emergency maps.
• Support SDS system maintenance, compliance monitoring, policy review, permit actions, incidents, regulatory inspections, and compliance findings.

Information-Security System Support

• Support ISO 27001 internal-audit planning and periodic audits.
• Review procedures for accuracy and alignment with current information-security processes.

Training, Communication, and Reporting

• Guide document owners, auditors, process owners, and action owners.
• Prepare recurring performance reports and management-review summaries.
• Communicate overdue assignments, emerging risks, recurring findings, and improvement opportunities.
• Maintain clear, complete, and audit-ready evidence.

ORGANIZATIONAL STRUCTURE

• Reports to: Sr Manager, Environmental Compliance & Management Systems

QUALIFICATIONS

The requirements below represent the knowledge, skill, and ability needed for the position. Equivalent combinations of education and experience may be substituted.

Education and Experience - Expected

• Associate or bachelor’s degree in quality, environmental management, business, engineering, information systems, or a related field, or an equivalent combination of education and experience.
• Experience supporting quality, environmental, compliance, or integrated management systems.
• Experience with document control, internal auditing, corrective actions, and management-system reporting.

Education and Experience - Preferred

• Manufacturing experience.
• Internal-auditor training for one or more applicable management-system standards.
• Experience with IATF 16949, ISO 9001, ISO 14001, or ISO 27001.

Communication and Other Skills

• Ability to read, write, and communicate effectively in English in person, by telephone, and electronically.
• Ability to interpret standards, customer requirements, procedures, work instructions, and controlled documents.
• Strong organization, planning, follow-up, records-management, and deadline-management skills.
• Proficiency with Microsoft 365, SharePoint, Excel, Word, PowerPoint, and electronic document-management systems.
• Ability to analyze performance information and clearly present trends, risks, and action status.
• Strong attention to detail and commitment to confidentiality and data integrity.

KEY MEASURES OF SUCCESS

• Audits completed according to plan.
• Audit and corrective actions completed by established due dates.
• Controlled documents reviewed, approved, and updated on time.
• Obsolete documents and prints removed from use.
• Training completed and accurately recorded.
• Customer, certification, environmental, and information-security audits supported effectively.
• Management-review information completed accurately and on schedule.
• Objectives and improvement actions monitored through completion.
• Records and objective evidence maintained in an audit-ready condition.

DECISION-MAKING AND AUTHORITY

• Initiate reminders and follow-up for overdue documents, audits, training, and corrective actions.
• Return incomplete or inaccurate documentation to the responsible owner for correction.
• Escalate overdue, noncompliant, or high-risk issues to management.
• Recommend changes to management-system processes, documents, controls, and monitoring methods.
• Coordinate audit schedules and request evidence from applicable process owners.

WORKING RELATIONSHIPS

• Management-system leadership
• Quality and Environmental teams
• Operations and manufacturing personnel
• Engineering and Laboratory personnel
• Document and process owners
• Internal auditors and EHS representatives
• Training coordinators
• IT and information-security personnel
• Customers and external auditors, as assigned

PHYSICAL REQUIREMENTS

Must be able to perform physical functions equivalent to Job Category E - Low Labor Intensive. Physical and environmental requirements are administered in accordance with the approved organizational job-category assessment.

Management Systems Coordinator 1 | Lincoln Industries