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Key Responsibilities and Required Skills for a Quality Administrator

💰 $45,000 - $65,000

AdministrationQuality AssuranceComplianceManufacturingOperations

🎯 Role Definition

A Quality Administrator is the organizational backbone of a company's Quality Management System (QMS). This role is fundamentally about providing meticulous administrative support to the Quality department, ensuring that all processes, documentation, and data are maintained with the highest degree of accuracy and integrity. They act as a central point of control for quality-related documentation, records, and communications, directly contributing to the organization's ability to meet industry standards, regulatory requirements, and customer expectations. More than just a support function, the Quality Administrator is a guardian of process, ensuring that the systems designed to deliver excellence are themselves managed flawlessly. Their work underpins continuous improvement efforts and is critical for successful audits and maintaining certifications like ISO 9001.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Junior Administrator or Administrative Assistant
  • Document Controller
  • Data Entry Clerk with a focus on technical data
  • Production or Operations Assistant

Advancement To:

  • Quality Coordinator or Senior Quality Administrator
  • Quality Specialist or Quality Engineer
  • Compliance Officer or Specialist
  • Internal Auditor

Lateral Moves:

  • Health & Safety (H&S) Administrator
  • Project Administrator or Coordinator
  • Supply Chain or Procurement Administrator

Core Responsibilities

Primary Functions

  • Meticulously manage and maintain the company's Quality Management System (QMS) documentation, including procedures, work instructions, and quality manuals, ensuring all documents are current and controlled.
  • Administer the document control system, processing document change requests, ensuring proper approvals, and distributing updated documents to relevant personnel.
  • Act as a primary point of contact for all quality-related administrative inquiries from internal departments and, at times, external stakeholders.
  • Diligently maintain and track records for non-conformances (NCRs), corrective actions (CARs), and preventive actions (PARs), ensuring timely follow-up and closure.
  • Coordinate the scheduling and logistics for internal, customer, and third-party audits, preparing necessary documentation and supporting the audit process from start to finish.
  • Compile, track, and analyze key quality performance indicators (KPIs), preparing detailed reports and dashboards for management review meetings.
  • Manage the equipment calibration schedule and maintain all associated records, ensuring that all measurement and test equipment remains in a calibrated state.
  • Support supplier quality assurance by maintaining the approved supplier list (ASL), distributing supplier questionnaires, and tracking supplier performance data.
  • Process and log customer feedback and complaints, ensuring they are directed to the appropriate personnel for investigation and resolution.
  • Organize and maintain comprehensive training records for all employees related to quality standards, procedures, and systems.
  • Prepare agendas, take detailed minutes, and track action items for quality-related meetings, including management reviews and continuous improvement sessions.
  • Perform precise data entry of quality inspection and test results into databases or ERP systems, ensuring data integrity for future analysis.
  • Systematically archive obsolete quality documents and records in accordance with company retention policies and regulatory requirements.
  • Serve as the administrator for QMS software, managing user access, providing basic user support, and ensuring the system is functioning correctly.
  • Assist in the development and rollout of new quality initiatives, process improvements, and training materials to enhance the overall effectiveness of the QMS.

Secondary Functions

  • Provide comprehensive administrative support to the Quality Manager and the wider Quality team, including managing calendars, preparing correspondence, and organizing files.
  • Assist in conducting internal process audits to verify compliance with established procedures and standards.
  • Liaise between production, engineering, and purchasing departments to communicate quality requirements and resolve documentation discrepancies.
  • Support the onboarding process for new hires by providing an introduction to the Quality Management System and key quality procedures.
  • Monitor and order necessary supplies and resources for the Quality department and laboratory.

Required Skills & Competencies

Hard Skills (Technical)

  • Document Control: Deep understanding of document control principles, including versioning, revision history, and distribution management.
  • QMS Knowledge: Familiarity with the structure and requirements of Quality Management Systems, particularly ISO 9001. Experience with other standards (e.g., AS9100, ISO 13485) is a major plus.
  • MS Office Proficiency: Advanced skills in Microsoft Office Suite, especially Excel for data analysis and reporting, Word for procedure formatting, and PowerPoint for presentations.
  • Data Entry Accuracy: Exceptional speed and accuracy in data entry, with a proven ability to maintain data integrity in databases and spreadsheets.
  • ERP/QMS Software: Experience using Enterprise Resource Planning (ERP) systems or dedicated QMS software (e.g., Qualtrics, ETQ, MasterControl).

Soft Skills

  • Attention to Detail: An unwavering eye for detail and a commitment to accuracy, essential for managing critical quality documentation and data.
  • Organizational Skills: Superior ability to organize, prioritize, and manage multiple tasks simultaneously in a fast-paced environment.
  • Communication: Excellent written and verbal communication skills, with the ability to convey information clearly and professionally to individuals at all levels.
  • Problem-Solving: Proactive in identifying procedural issues, discrepancies, or inefficiencies and suggesting practical solutions.
  • Time Management: Strong ability to manage deadlines effectively and work independently with minimal supervision.
  • Interpersonal Skills: A collaborative and approachable demeanor, capable of building positive working relationships across different departments.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent, supplemented with relevant work experience.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Quality Management
  • A technical field related to the specific industry (e.g., Manufacturing, Life Sciences)

Experience Requirements

Typical Experience Range:

  • 2-4 years of experience in an administrative role, with at least 1-2 years specifically within a quality, compliance, or regulatory environment.

Preferred:

  • Direct experience managing documents and records within an ISO 9001 certified organization. Experience in a regulated manufacturing, medical device, aerospace, or pharmaceutical environment is highly valued.
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