Description

SUMMARY

Responsibilities are assigned based on system ownership. The Quality Coordinator has primary responsibility for ISO 9001, IATF 16949, customer-specific requirements, product and process auditing, customer corrective actions, and quality performance monitoring. The EHS Coordinator has primary responsibility for ISO 14001, environmental compliance activities, EHS auditing, SDS management, regulatory compliance obligations, environmental records, and environmental performance monitoring. Shared activities, including document control, management reviews, certification readiness, training coordination, and continual improvement, are completed collaboratively with ownership assigned by management.

WAGE TYPE: Salary

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

Plan, coordinate, and support internal and external audits, including customer, certification, surveillance, renewal, quality, environmental, process, product, and regulatory audits, ensuring audit readiness and successful certification outcomes.

• Support the maintenance and continual improvement of management systems, and external audits for IATF 16949, ISO 9001, ISO 14001, and ISO 27001.
• Assist with management-system gap analysis, implementation plans, and transition activities for revised standards as needed.
• Monitor system objectives, action plans, deadlines, and performance indicators.
• Support the review and implementation of customer-specific and regulatory requirements.
• Maintain audit and certification readiness across assigned management systems.
• Lead and support initiatives involving document-management improvements, print-library controls, environmental records, internal audits, SDS management and other system related items.

• Monitor audit performance, compliance status, risks, trends, and improvement opportunities, and communicate results to leadership.
• Ensure audit-ready records, objective evidence, and documentation are maintained in accordance with company and certification requirements. 

Internal, Process, Product, and EHS Audits

• Develop and maintain internal audit schedules and audit plans.
• Schedule, prepare, conduct, and Quality system, process, and product.
• Schedule, prepare, conduct, information-security audits and EHS audits.
• Support internal audit teams with audit schedule, training and audit actions.
• Support and manage the EHS representatives with audits, training and improvements.
• Enter audit results into the appropriate tracking system and assign actions to responsible owners.
• Monitor audit completion, action status, due dates, and on-time closure.
• Analyze audit results to identify recurring issues, risks, systemic trends, and improvement opportunities.
• Coordinate risk-based audit scheduling and support CQI and job-audit activities.
• Verify completion and effectiveness of audit corrections and corrective actions.
• Support emergency and contingency-drill planning, tracking, and reporting.

External and Customer Audit Support

• Coordinate preparation for customer, certification, surveillance, renewal, and other external audits.
• Assist with the collection and organization of objective evidence.
• Track audit findings and follow-up actions through closure.
• Support and Maintain customer-specific requirements
• Maintain records supporting ongoing external-audit readiness.

Corrective Action 

Track internal, customer, certification, and environmental corrective actions.

• Monitor the number, status, and on-time completion of corrective actions.
• Support investigation, root-cause analysis, corrective-action planning, and effectiveness verification.
• Escalate overdue or ineffective actions to the appropriate process owner or manager.
• Lead the verification and closure of corrective actions with alignment of applicable certifications

Quality-System Monitoring

• Coordinate and monitor product and process audits.
• Support review and monitoring of engineering, process, and supplier changes.
• Monitor customer requirements and coordinate updates when requirements change.

Environmental Management-System Support

• Support ISO 14001 system audits, management reviews, system activities, and corrective actions.
• Coordinate EHS audit schedules, action tracking, and trend analysis.
• Support environmental objectives and communications related to air emissions, hazardous air-pollutant usage, waste, energy, water, landfill performance, and other environmental indicators.
• Assist with the maintenance of environmental procedures, work instructions, manuals, records, tank labels, and emergency maps.
• Support SDS system maintenance and compliance monitoring.
• Assist with environmental policy and management-system document reviews.
• Support monitoring of compliance obligations, permit actions, environmental incidents, regulatory inspections, and compliance findings.

Information-Security System Support

• Support ISO 27001 internal audit planning and periodic internal audits.
• Review procedures for accuracy and alignment with current information-security processes.

Training, Communication, and Reporting

• Provide guidance to document owners, auditors, process owners, and action owners.
• Prepare recurring system-performance reports and summaries for management review.
• Communicate overdue assignments, emerging risks, recurring findings, and improvement opportunities.
• Maintain clear and audit-ready evidence of completed activities.

Required Knowledge and Skills

• Working knowledge of management-system standards and audit principles.
• Knowledge of quality, environmental, document-control, corrective-action, and risk-management processes.
• Ability to interpret standards, customer requirements, procedures, and controlled documents.
• Strong organization, planning, follow-up, and records-management skills.
• Ability to coordinate multiple systems, audits, projects, and deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with employees, process owners, auditors, customers, and leadership.
• Proficiency with Microsoft 365 applications, SharePoint, Excel, Word, PowerPoint, and electronic document-management systems.
• Ability to analyze performance information and present trends, risks, and action status clearly.
• Strong attention to detail and commitment to confidentiality and data integrity.

Document and Records Control

• Administer the document management system, including procedures, work instructions, manuals, forms, records, and related controlled information.
• Route documents for review and approval and maintain document owners, approval groups, and notification groups.
• Monitor overdue document reviews, overdue approvals, and obsolete-document checks.
• Review management-system documents for accuracy, consistency, and alignment with current processes and applicable requirements.
• Maintain environmental and quality records within the approved document-management structure.
• Support monthly review of the print library, including submitted prints, revision alignment, file naming, and obsolete-print removal.
• Support updates to tank labels, emergency maps, controlled postings, and related workplace information.

Education and Experience

• Associate or bachelor’s degree in quality, environmental management, business, engineering, information systems, or a related field, or an equivalent combination of education and experience.
• Experience supporting quality, environmental, compliance, or integrated management systems.
• Experience with document control, internal auditing, corrective actions, and management-system reporting.
• Manufacturing experience preferred.
• Internal-auditor training for one or more applicable management-system standards preferred.
• Experience with IATF 16949, ISO 9001, ISO 14001, or ISO 27001 preferred.

Key Measures of Success

• Internal audits completed according to plan.
• Audit and corrective actions completed by established due dates.
• Controlled documents reviewed, approved, and updated on time.
• Obsolete documents and prints removed from use.
• Training requirements were completed and accurately recorded.
• Customer, certification, environmental, and information-security audits are supported effectively.
• Management-review information completed accurately and on schedule.
• Management-system objectives and improvement actions monitored through completion.
• Records and objective evidence maintained in an audit-ready condition.

Decision-Making and Authority

• Initiate reminders and follow-up for overdue documents, audits, training, and corrective actions.
• Return incomplete or inaccurate documentation to the owner responsible for correction.
• Escalate overdue, noncompliant, or high-risk issues to management.
• Recommend changes to management system processes, documents, controls, and monitoring methods.
• Coordinate audit schedules and request evidence from applicable process owners.

Working Relationships

The Management Systems Coordinator works closely with:

• Management-system leadership
• Quality and Environmental teams
• Operations and manufacturing personnel
• Engineering and Laboratory personnel
• Document and process owners
• Internal auditors and EHS representatives
• Training coordinators
• IT and information-security personnel
• Customers, and external auditors, as assigned