Quality Assurance Coordinator | Medford, NJ

HazTek Inc. • Medford Township, NJ

23d • $50,000 - $60,000 • Hybrid

About The Position

The Quality Assurance Coordinator (QAC) provides various levels of administrative support to Field Services and Consulting. QACs support a defined group of employees, largely but not entirely based on geographical location. This is a hybrid role with 2 days in the Medford, NJ office and requires availability during normal business hours, Monday through Friday, 8am-5pm EST, with occasional availability during non-business hours, including weekends for any issues that arise for those traveling.

Requirements

• High School Diploma, or equivalent
• Two (2) years of experience providing administrative support in a logistics or operations-based environment
• Excellent verbal communication skills, Heavy phone use
• Excellent writing communication skills
• Excellent computer skills to include Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Ability to articulate ideas and thoughts with attention to detail
• Ability to operate in fast paced environment and changing priorities quickly
• Ability to balance multiple priorities to meet expected response deadlines
• Ability to portray a positive, enthusiastic, and energetic demeanor
• Ability to work well both independently and as part of a team
• Ability to be flexible, and show patience when faced with ambiguity
• Ability to read, write, speak, and understand the English language

Nice To Haves

• Industry knowledge and technical safety background
• Experience managing time reporting and expense control
• Experience coordinating travel arrangements
• Experience supporting a decentralized workforce

Responsibilities

• Communicate with team members by email, phone, and text proactively to ensure they are connected to the organization and reactively based on assigned project or field related questions or concerns.
• Perform time reporting administration to ensure timesheets are correctly submitted weekly (signed and hours match Deltek time) and follow up with employees and manager to resolve discrepancies.
• Review and approve employee expense submissions weekly and follow up with employees and manager to resolve discrepancies.
• Update employee profiles upon completing a project and when being considered for prospective projects to ensure scope alignment, and create new profiles, as needed.
• Arrange travel related to project mobilization and demobilization to also include occasional home visits and add travel expenses to Deltek.
• Update and maintain various tracking spreadsheets, logs, lists, and systems for the purpose of maintaining metrics, deliverables, consultant look-ahead, training, and tracking timeframes and expirations.
• Maintain contractor training systems (BASE,) through the HazTek website and Haztek LMS System – support trainee login, troubleshoot issues, maintain training calendars/sign in sheets, send email to attendees, provide client with trainee list, and liaison with client to ensure their expectations are met.
• Register employees for professional development (e.g., OSHA Training Institute, Rutgers), as requested.
• Assist with new employee onboarding by welcoming new team members, explaining and showing key processes (time and expense submission), and being a resource for triaging questions and issues.
• Work closely with the project managers and field people building a relationship with the two.
• Reconcile Credit card activity
• Data Entry

Benefits

• medical, dental, vision, and prescription insurance
• 401(k) plan with company match
• company paid life and accidental death and dismemberment insurance
• paid vacation
• paid sick
• paid holidays
• optional voluntary benefits such as life insurance, accident, critical illness, disability, and identity theft
• education assistance
• professional development

What This Job Offers

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