Coordinator, Electronic Quality Management System

Voyant Beauty • Elkhart, IN

11d

About The Position

The Quality EQMS Coordinator is responsible for the administration, governance, and compliance of the electronic Quality Management System (eQMS), including document control processes within a cGMP-regulated environment. This role ensures that controlled documents are created, reviewed, approved, and maintained in accordance with established procedures, and that system workflows support data integrity, audit readiness, and regulatory compliance. The role partners with cross-functional teams to align document changes with change control, training, and quality system requirements.

Requirements

• High School Diploma or GED (Required)
• Accurately manage, track, and verify documentation with precision (High proficiency)
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with document management systems or ERP platforms (e.g., MAX, Access) (High proficiency)
• Manage multiple document workflows and prioritize tasks efficiently (High proficiency)
• Handle sensitive quality and customer documentation discreetly (High proficiency)
• Ability to read, write, and speak clearly and professionally in English (Medium proficiency)
• Identify document control issues, propose improvements, and implement actions (Medium proficiency)
• Familiarity with current Good Manufacturing Practices (Low proficiency)

Nice To Haves

• Associate's Degree or coursework in Quality, Business, or Science (Preferred)
• 1-3 years of relevant experience in documentation, manufacturing, or quality assurance (preferably in a cGMP-regulated environment) (Preferred)

Responsibilities

• Administer and maintain the QT9 eQMS document control module, including workflows, user access, and document lifecycle management
• Facilitate and ensure completion of document review and approval workflows, verifying compliance with formatting, procedural, and regulatory requirements
• Track, maintain, and distribute documents for collaboration, review and approval to internal department leads.
• Ensure document changes are aligned with approved change controls and trigger required training assignments. Maintain document version control, archival, and obsolescence processes in compliance with cGMP requirements
• Track and report: Document cycle time, Overdue document reviews, Training completion tied to document changes. Escalate: Delayed approvals, Non-compliant documents, Workflow bottlenecks
• Maintain confidentiality while interacting across all levels of the organization
• Identify and act on documentation-related issues and implement solutions
• Assist with audits and inspections by providing requested documents
• Some duties may vary slightly by location

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED