Quality Administrator

The Role

We are seeking an experienced detail-oriented Quality Administrator to support the maintenance,

continuous improvement, and effective implementation of our Quality Management System

(QMS) based on ISO 9001:2015 standards. The Quality Administrator will play a vital role in ensuring

our QMS documentation is accurate, up-to-date, and effectively utilized across the

organization. The ideal candidate must be proactive; highly organized with excellent

administrative; communication skills; interpersonal skills, and a solid knowledge of quality

management principles, particularly ISO 9001:2015.

Job Responsibilities

Document Control:

• Manage and maintain the organization's document control system in accordance with ISO 9001:2015 requirements.
• Oversee the creation, review, approval, distribution, revision, and obsolescence of controlled documents (e.g., policies, procedures, work instructions, forms, records).
• Maintain accurate and comprehensive document registers and logs, both electronic and physical (if applicable).
• Ensure all personnel have timely and appropriate access to the latest approved versions of relevant documents.

Record Management:

• Implement and manage effective systems for the identification, storage, protection, retrieval, retention, and disposal of quality records as required by ISO 9001:2015.
• Organize and maintain efficient record-keeping systems, ensuring ease of access and retrieval.
• Ensure records are readily available and prepared for audits and management reviews.

Internal Audit Support:

• Actively participate and assist in the planning, scheduling, and coordination of internal audits as per the audit program.
• Develop audit documentation, including audit checklists and reports (under guidance and potentially independently, depending on experience).
• Track corrective actions, proactively follow-up on completion, and assess the effectiveness of corrective actions resulting from internal audits.
• Maintain comprehensive audit records and reports, providing summaries and trend analysis as required.

Corrective and Preventive Action (CAPA) Management:

• Manage and support the CAPA process, including logging, tracking, and proactively following up on corrective and preventive actions.
• Maintain a robust CAPA log, ensuring timely completion of actions and escalating overdue items as necessary.
• Assist in the analysis of CAPA data, identify trends, and contribute to reporting on CAPA effectiveness.

Management Review Support:

• Proactively assist in the preparation of data, reports, and presentations for Management Review meetings.
• Compile, organize, and distribute Management Review documentation in a timely manner.
• Maintain comprehensive records of Management Review meetings, track action items, and follow-up on completion.

Training and Awareness:

• Maintain detailed training records related to the QMS and quality procedures, ensuring accuracy and completeness.
• Assist in the coordination, scheduling, and potentially delivery of quality-related training sessions.
• Develop and support initiatives to actively promote quality awareness and a quality culture throughout the organization.

Communication and Coordination:

• Serve as a primary point of contact for quality-related administrative inquiries, providing prompt and helpful responses.
• Effectively communicate quality-related information to relevant personnel across departments as directed, ensuring clarity and understanding.
• Liaise with various departments to gather information, facilitate compliance with QMS requirements, and build collaborative relationships.

QMS Maintenance and Improvement:

• Actively contribute to the maintenance, review, and improvement of the QMS documentation, suggesting updates and enhancements.
• Proactively identify areas for process improvement within the QMS and propose practical solutions.
• Support the implementation of changes to the QMS, ensuring smooth transitions and effective communication.

External Audit Support:

• Play a key role in the preparation for and support during external audits (e.g., ISO 9001 certification and surveillance audits).
• Gather, organize, and present documentation requested by external auditors in a timely and efficient manner.
• Assist in addressing findings from external audits, contributing to the development of corrective actions and follow-up.

Data Entry and Reporting:

• Accurately and efficiently input data into quality management systems or databases, ensuring data integrity.
• Generate reports and summaries related to quality data (e.g., document status, audit schedules, CAPA status, training compliance), providing insights and trends.

General Administrative Support:

• Provide comprehensive general administrative support to the Quality team, including managing calendars, scheduling meetings, preparing presentations, managing correspondence, and handling confidential information.
• Maintain office supplies and equipment related to quality administration, ensuring efficient operation of the quality department.

Desired Skills & Qualifications

Education:

• University undergraduate degree required. Preferred fields of study include Business Administration, Quality Management, or related discipline.

Experience:

• 3-5 years of proven work experience in a Quality Administration role or similar function within a Quality Management System environment is essential.
• Direct experience working with ISO 9001:2015 standards is highly desirable.
• Demonstrable experience with document control and electronic record management systems is a significant advantage.

Skills:

• Exceptional organizational and time management skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Meticulous attention to detail and accuracy: Critical for document control, record keeping, and data management within a QMS.
• Advanced proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook. Experience with database software, QMS software (e.g., document management systems, audit management tools), or ERP systems with quality modules is highly beneficial.
• Excellent written and verbal communication and interpersonal skills.
• Strong problem-solving skills.
• Team player with strong collaboration skills.
• Proactive and highly self-motivated.
• Solid understanding of quality management principles and ISO 9001:2015 requirements.
• Commitment to confidentiality and ethical conduct.
• Reliable, dependable, and highly responsible
• Positive, proactive, and solution-oriented attitude
• Strong commitment to accuracy, quality, and continuous improvement
• Demonstrates initiative and a willingness to learn and adapt to evolving requirements