Quality Systems Specialist

Summary

The Quality Systems Specialist supports the Quality Assurance function by maintaining and improving quality management system processes, facilitating nonconformance management activities, supporting audits, coordinating quality reporting, and driving continuous improvement initiatives. This position serves as a key resource in maintaining visibility of quality issues, ensuring timely follow-up of corrective actions, supporting document control activities, and developing tools and systems that enhance operational efficiency. The Quality Systems Specialist works closely with multiple departments to promote compliance and strengthen the overall effectiveness of the Quality Management System (QMS).

Principle Responsibilities and Duties

• Quality Systems & NCR Management
  • Administer and maintain the Non-Conformance Report (NCR) process, including tracking, monitoring, and reporting of NCR activities.
  • Maintain centralized NCR logs and ensure accurate documentation of NCR records and supporting information.
  • Coordinate follow-up activities with responsible departments to drive NCR closure and timely implementation of corrective actions.
  • Facilitate NCR review meetings and assist in determining appropriate disposition and escalation of quality concerns.
  • Prepare and distribute periodic status reports on open NCRs, corrective actions, and quality system performance.
  • Support NCR initiation, documentation, investigation, and closure activities.
• Reporting, Metrics & Data Management
  • Generate, compile, analyze, and maintain quality performance metrics and management reports.
  • Support preparation and administration of Boardwalk and other quality reporting systems.
  • Develop and maintain tracking tools, databases, dashboards, and spreadsheets to improve visibility and data accuracy.
  • Identify opportunities to streamline reporting processes and improve efficiency through automation and system enhancements.
• Document Control & Audit Support
  • Support document control processes by maintaining forms, procedures, work instructions, and quality records.
  • Assist in revising, formatting, and converting controlled documents to current company templates and standards.
  • Maintain audit-ready documentation and records in accordance with company and customer requirements.
  • Support internal, external, customer, ISO, and ASME audits by preparing documentation, collecting records, and coordinating audit evidence.
  • Assist in capturing and organizing objective evidence, including photographs, reports, and inspection records.
• Continuous Improvement & Process Development
  • Support continuous improvement initiatives related to quality processes, reporting tools, and system effectiveness.
  • Participate in the development and implementation of new quality forms, workflows, databases, and electronic systems.
  • Analyze existing processes and recommend improvements that enhance efficiency, visibility, accountability, and compliance.
  • Assist with implementation of corrective and preventive actions resulting from audits, NCRs, and quality improvement projects.
• Cross-Functional Support & Communication
  • Serve as a liaison between departments to facilitate communication and resolution of quality-related issues.
  • Coordinate and communicate quality system requirements, status updates, and action items to stakeholders.
  • Provide administrative and operational support to the Quality Assurance team as needed.
  • Assist with special projects, quality initiatives, and departmental objectives.
  • Promote a culture of quality, compliance, teamwork, and continuous improvement throughout the organization.

Qualifications

• Education
  • Associate degree in Quality, Engineering Technology, Business Administration, Industrial Technology, or a related field preferred.
  • Equivalent combination of education, training, and relevant experience may be considered.
• Experience
  • 2+ years of experience in quality assurance, quality systems, document control, manufacturing support, or related functions preferred.
  • Experience with NCR management, corrective actions, auditing support, or quality management systems is preferred.
  • Experience in manufacturing, fabrication, oil and gas, pressure vessel, piping, or industrial environment is advantageous.
• Knowledge, Skills & Abilities
  • Working knowledge of Quality Management System principles and continuous improvement methodologies.
  • Familiarity with ISO 9001 quality systems and related documentation requirements preferred.
  • Strong organizational and project coordination skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication skills.
  • Strong attention to detail and ability to maintain accurate records.
  • Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and SharePoint.
  • Experience developing tracking systems, reports, forms, databases, and workflow tools.
  • Ability to analyze data, identify trends, and communicate findings effectively.
  • Self-motivated with the ability to work independently and collaboratively within cross-functional teams.

Physical Requirements

· Primarily office-based with regular interaction with manufacturing, inspection, and quality personnel.

· Periodic travel within production, warehouse, fabrication, and assembly areas may be required to gather information, support audits, and collect objective evidence.

· May occasionally participate in internal, customer, supplier, ISO, or ASME audits.

· Ability to sit, stand, walk, and use standard office equipment for extended periods.

· Must be able to work in a fast-paced manufacturing environment with changing priorities and deadlines.

· Personal protective equipment (PPE) may be required when entering production or fabrication areas.

· Occasional overtime may be required to support audits, projects, reporting deadlines, or business needs.