Quality Assurance Coordinator

At PennEngineering, we innovate and collaborate to make the world a better place. You can contribute to work that matters with a company where diversity, equity and belonging are shared values. We're committed to fostering an environment for every employee that's welcoming, respectful and inclusive, with great opportunity for professional growth. Find your future with us.

PennEngineering is seeking a motivated, excited, individual to be a part of the Quality Team. As the Corporate Quality Assurance Coordinator at PennEngineering, you'll collaborate with teams that do truly amazing things.

Join us as we build the future in Manufacturing and Engineering!

Perks and Benefits:

• Medical & Employer Paid: Dental and Vision

• Parental Leave

• 401k and Employer Match

• Paid time off and holidays

• Tuition reimbursement

• Paid On the Job Training

• Performance incentive bonuses

• Community Volunteering

• Talent Referral Bonus Program

• Employee Centric Culture

WHAT YOU WILL DO:

The Corporate Quality Assurance Coordinator provides administrative and clerical support to the Corporate Quality department. This position assists with maintaining quality records, entering and organizing data, preparing reports, coordinating documentation, scheduling meetings and audits, and supporting the day-to-day administrative needs of the Corporate QA team.

The position requires strong organizational skills, attention to detail, accuracy, and the ability to manage multiple administrative tasks and deadlines. The Corporate QA Coordinator works closely with Corporate QA personnel and company locations to ensure quality information, records, and documentation are complete, organized, current, and readily available.

Essential Duties and Responsibilities

Administrative & Clerical Support

• Provide general administrative and clerical support to the Corporate Quality Assurance department.

• Prepare, format, edit, distribute, and file correspondence, reports, spreadsheets, presentations, forms, and other QA documents.

• Perform routine data entry and maintain information in quality databases, spreadsheets, tracking logs, and other systems.

• Organize electronic and hard-copy quality files and records.

• Assist with departmental correspondence, communications, and information requests.

• Schedule and coordinate meetings, conference calls, audits, training sessions, and other QA activities.

• Prepare meeting materials and assist with recording and distributing meeting notes and action items.

• Maintain departmental calendars, schedules, contact lists, and other administrative information.

• Assist Corporate QA personnel with special projects and routine administrative assignments as needed.

Document & Record Control Support

• Assist with maintaining controlled quality documents, including policies, procedures, work instructions, forms, and related records. (EQMS admin)

• Process document updates and revisions according to established procedures.

• Maintain document revision histories and distribution records.

• Upload, organize, archive, and retrieve quality documents within designated systems.

• Verify documents for completeness, required approvals, signatures, dates, and other administrative requirements.

• Assist with periodic document reviews and follow up with responsible personnel regarding outstanding documentation.

• Maintain organized records in accordance with company document-retention requirements.

Quality Data & Reporting Support

• Collect quality information and reports from company locations and departments.

• Enter and consolidate quality data into established spreadsheets, databases, and reporting templates.

• Assist with preparing routine quality reports, scorecards, charts, and management presentations.

• Review submitted information for completeness and follow up on missing information.

• Maintain tracking logs for quality-related activities and deadlines.

• Assist with compiling information for management reviews and other Corporate QA meetings.

• Distribute completed reports and maintain appropriate records.

Audit & Corrective Action Administration

• Provide administrative support for internal, customer, supplier, and third-party audits.

• Assist with scheduling audits and coordinating documentation requests.

• Organize audit documentation and maintain audit files.

• Enter audit findings and corrective actions into established tracking systems.

• Monitor due dates and send reminders regarding open or overdue action items.

• Maintain records of corrective-action responses and supporting documentation.

• Assist Corporate QA personnel with assembling documentation for audit responses and closure packages.

Training & Records Administration

• Maintain QA training records and related documentation.

• Assist with scheduling quality-related training sessions.

• Prepare and distribute training materials.

• Track completion of required QA training and follow up on outstanding records.

• Maintain attendance records, acknowledgments, certificates, and other training documentation as required.

Department Coordination

• Serve as an administrative point of contact for routine Corporate QA requests.

• Communicate with company locations and departments to obtain required reports, records, forms, and other information.

• Track requests and follow up to ensure required information is received by established deadlines.

• Assist with distributing Corporate QA communications, procedural updates, forms, and other materials.

• Support Corporate QA leadership and team members with departmental projects and assignments.

• Maintain confidentiality of company, customer, employee, and quality-related information.

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WHAT WE ARE LOOKING FOR:

Education

• High school diploma or equivalent required.

• Associate degree in Business Administration, Office Administration, Quality, or a related field preferred.

Experience

• 2 or more years of administrative, clerical, office coordination, document-control, or similar experience preferred.

• Previous experience supporting a Quality Assurance, manufacturing, operations, compliance, or technical department is preferred but not required.

• Experience working with electronic filing systems, databases, or document-management systems is beneficial.

Computer Skills

• Proficiency with Microsoft Outlook, Word, and Excel.

• Working knowledge of PowerPoint.

• Ability to create and maintain spreadsheets, tracking logs, tables, and basic reports.

• Ability to learn company-specific Quality Management Systems, document-management systems, databases, and other software applications.

• Experience with SharePoint, electronic QMS platforms, or similar document-management systems is preferred.

Preferred Knowledge

General familiarity with the following is beneficial but not required to be a technical expert:

• Quality Assurance terminology and basic quality-system concepts.

• Document and record control.

• Internal and external audits.

• Corrective-action tracking.

• IATF 16949 or similar quality-management standards.

• Manufacturing or operational environments.

PennEngineering is committed to Diversity, Equity and Belonging, and we welcome applicants from all backgrounds and experiences. We are an equal opportunity employer and prohibit discrimination and harassment based on race, color, religion, national origin, ancestry, disability, sex, gender identity or expression, sexual orientation, military or veteran status, or any other characteristic protected by applicable law. We lift up voices and opinions by creating a respectful work environment where difference is valued, and we are doing our part to build towards a greater society where diverse points of view are celebrated.