Administrative Coordinator, Quality
About The Position
H2O Innovation is looking for an Administrative Coordinator, Quality who will bring a positive attitude, strong organizational skills and a genuine desire to learn. This person will be the administrative anchor of the quality team, maintaining the documentation, records and follow-ups that keep our system running day to day. They are joining at a pivotal moment, as we structure our quality system toward ISO 9001 certification an uncommon opportunity to take part in a full certification journey and gain experience that many professionals take years to acquire. Supported by an experienced team, they will actively contribute to improving the way we work.
Requirements
- Solid command of Microsoft Word, Excel, SharePoint and Outlook; comfortable creating and managing templates, trackers, forms and data tables
- Strong organizational skills and rigour in tracking deadlines and records
- Close attention to detail when producing and reviewing documents
- Ability to manage multiple priorities independently and move files forward without constant supervision
- Discretion when handling sensitive information
- Willingness to travel within Canada and the United States (approximately 20% of the year, with a heavier load during the first year due to the transition)
Nice To Haves
- College or university education in administration, office systems, quality or a related field (asset)
- Knowledge of the ISO 9001 standard (asset)
- Experience in document control or with a quality system platform (asset)
- Experience using AI assistants in a professional or academic setting (asset)
- Familiarity with Power Automate, Power Apps or other Microsoft 365 tools for workflow automation (asset)
- Hands-on experience with continuous improvement (asset)
- Experience in a manufacturing, engineering or regulated environment (asset)
Responsibilities
- Maintain, distribute and archive controlled documents: procedures, work instructions, forms and records
- Track revisions and keep document histories up to date
- Verify formatting, version control and adherence to company templates prior to publication
- Identify and resolve inconsistencies, duplicates and obsolete documents
- Coordinate the migration of documents to the new electronic quality system platform
- Use the tools provided, including AI assistants, to speed up drafting, formatting and translation of documents, validating the results before publication
- Contribute to establishing the documentation structure required by the ISO 9001 standard
- Follow up on deviations, corrective actions and NCRs with the relevant owners
- Prepare the documentation required for internal and external audits and ensure quick access to it
- Compile and present document control performance reports and metrics
- Propose improvements to documentation processes and use cases where automation could reduce manual work
- Keep the training matrix and competency records up to date in the learning management system
- Coordinate training sessions, manage registrations and follow up on training due for renewal
- Lead the logistics of team meetings and committees: invitations, agendas, minutes and follow-up on open items
- Provide first-level support to users during system and process rollouts
- Keep applicable records and documents up to date, including health and safety and environmental records
Benefits
- Profit sharing bonus program
- Extensive training for the position
- Group Insurance plan including dental, vision & telemedicine
- 401K plan with employer's contribution
- Three (3) weeks of paid vacation per year
- Twelve (12) paid wellness days per year
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
