Administrative Coordinator, Quality

H2O Innovation•Anoka, MN

2d•Onsite

About The Position

H 2 O Innovation is seeking an Administrative Coordinator, Quality to join their team. This role is crucial for maintaining the documentation, records, and follow-ups essential for the quality system's daily operations. The successful candidate will be part of a significant initiative to structure the quality system towards ISO 9001 certification, offering a unique opportunity to participate in the entire certification journey and gain valuable experience. Supported by an experienced team, this individual will actively contribute to enhancing work processes.

Requirements

Solid command of Microsoft Word, Excel, SharePoint, and Outlook; comfortable creating and managing templates, trackers, forms, and data tables.
Strong organizational skills and rigor 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.
Knowledge of the ISO 9001 standard.
Experience in document control or with a quality system platform.
Experience using AI assistants in a professional or academic setting.
Familiarity with Power Automate, Power Apps, or other Microsoft 365 tools for workflow automation.
Hands-on experience with continuous improvement.
Experience in a manufacturing, engineering, or regulated environment.

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 provided tools, including AI assistants, to expedite document drafting, formatting, and translation, validating results before publication.
Contribute to establishing the documentation structure required by the ISO 9001 standard.
Follow up on deviations, corrective actions, and NCRs with relevant owners.
Prepare and ensure quick access to documentation required for internal and external audits.
Compile and present document control performance reports and metrics.
Propose improvements to documentation processes and identify use cases for automation to 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.