Quality Administrator

ebm-papst Inc.•Telford, TN

About The Position

This position provides administrative coordination and records control for the Quality Management System (QMS). The Quality Administrator maintains documents and quality records, coordinates audits and training compliance, tracks nonconformances and corrective actions, prepares quality reports and dashboards, and provides cross-functional support to Quality Engineering, Supplier Quality, Reliability, and Operations.

Requirements

High School Diploma or Equivalent required; Associate degree in Business, Quality, or related field preferred.
Two (2) or more years of experience in administrative, document control, or quality support roles; or a combination of education and related experience.
Working knowledge of ISO 9001 and ISO 14001 principles and internal auditing preferred.
Proficiency with Microsoft Office Suite (Word, Excel, Access, PowerPoint) and database/data-entry tools; ability to learn company systems (e.g., MAC-PAC, inventory and order processing).
Strong organization, attention to detail, and follow-through with the ability to manage multiple priorities and deadlines.
Clear written and verbal communication skills; ability to work collaboratively with Engineering, Production, Purchasing, and Suppliers.

Nice To Haves

Familiarity with ESG and compliance standards (REACH, RoHS, Conflict Minerals, PFAS) and sustainability reporting is a plus.

Responsibilities

RMA / Complaint Administration: Serve as primary coordinator for Returned Material Authorization (RMA) process. Responsibilities include intake of customer complaints and return requests, creation of RMA entries in SAP/Salesforce, communication with customers regarding return instructions, coordination with technical team for failure analysis, tracking corrective actions, processing closure and credit issuance, and compiling detailed RMA reports for management review. Maintain accurate records to ensure compliance with company procedures and customer requirements.
Document Control / QMS Administration: maintain controlled documents (procedures, work instructions, forms); manage revisions, approvals, distribution, and archival; ensure current versions are available at points of use.
Prepare, issue, and track Engineering Change / document change requests; ensure impacted records and training are updated before release.
Internal & External Audit Coordination: maintain the internal audit schedule, checklists, and objective evidence; collect and organize records for ISO 9001 and ISO 14001 audits; log findings and track closure to due dates.
Corrective Action (CAR) / Nonconformance (NC) Tracking: open records, route for investigation and approval, monitor target dates, record containment, root cause, corrective/preventive actions, and verify effectiveness; prepare status reports.
Material Review Board (MRB) support: coordinate meetings, capture minutes and dispositions (rework, use-as-is, scrap), and update logs and reports accordingly.
Calibration & Measuring Equipment Records: maintain calibration schedules, certificates, and out-of-tolerance reports; issue recall notices and update equipment status labels in the system.
Training Administration: maintain quality training matrices; assign and track required training for new and revised documents; compile completion reports for supervisory review.
Supplier Quality Administration: maintain Approved Supplier List and related certifications; coordinate supplier corrective actions (SCARs); assist with supplier PPAP documentation tracking and records retention.
Quality Metrics & Reporting: prepare weekly/monthly dashboards (e.g., PPM, FPY, audit/NC/CAR aging, returns analysis); distribute to stakeholders and retain records.
Meeting support: schedule and prepare agendas, handouts, and minutes for quality reviews, FMEA sessions, APQP/PPAP meetings, MRB, and management reviews; track action items to completion.
Support Continuous Improvement by collecting data, updating visual boards, and assisting Quality Engineers and Supervisors with 5S/Six Sigma documentation.
Support environmental management documentation and reporting in accordance with company ISO 14001 processes.
Create and maintain standard templates and forms for audits, inspections, MRB, and change control to promote consistency and efficiency.
Assist with production and incoming inspection administrative tasks (e.g., label creation, inspection packet assembly, data entry, lot history retrieval).
Ensure records retention and retrieval comply with company procedures and customer/regulatory requirements.
Use the following software/programs when performing this job: MAC-PAC, Database Management, Order Processing, Inventory systems, Design, Internet, Project Management, Microsoft Word, Excel, Access, PowerPoint, Visio, SAP, Salesforce, and CAQ.
Support ESG and compliance initiatives by maintaining awareness of regulations such as REACH, RoHS, Conflict Minerals, and PFAS; ensure quality processes align with these requirements.
Respond to customer requests for compliance data and surveys, including material declarations and environmental reporting; coordinate with internal teams to provide accurate and timely information.