Quality Systems Administrator

Job Description

Job Description

Description:

Quality Systems Administrator

(Integrated Management System – ISO 9001, 14001, 45001, 50001)

Position Summary

The Quality Systems Administrator is responsible for maintaining, improving, and ensuring compliance of the company’s Integrated Management System (IMS) in accordance with ISO 9001 (Quality), ISO 14001 (Environmental), ISO 45001 (Health & Safety), and ISO 50001 (Energy Management).

This role serves as the primary owner of document control, audit readiness, nonconformance tracking, and system data integrity, ensuring that policies, procedures, and records remain current, effective, and aligned with operational needs.

The Quality Systems Administrator works cross-functionally with Operations, Engineering, EHS, Supply Chain, and Leadership to ensure processes are clearly defined, consistently followed, and continuously improved. This position plays a key role in maintaining certification status while strengthening operational discipline and supporting a culture of continuous improvement.

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Key Responsibilities

Integrated Management System (IMS) Administration

• Maintain and continuously improve the Integrated Management System covering ISO 9001, 14001, 45001, and 50001.
• Ensure policies, procedures, and work instructions remain aligned with operational practices and ISO requirements.
• Maintain the IMS structure, including process maps, document hierarchy, and system interrelationships.
• Ensure alignment between quality, environmental, safety, and energy management processes to avoid duplication and improve usability.
• Support Management Review preparation, including KPI tracking and performance summaries.

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Document Control & Configuration Management

• Maintain controlled documents including procedures, forms, work instructions, specifications, and standards.
• Ensure proper revision control, approval workflows, version history, and document accessibility.
• Ensure obsolete documents are removed from circulation and retained per record retention requirements.
• Maintain document templates and standard formats for consistency across departments.
• Support development and improvement of visual work instructions and standardized work documentation.

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Audit Coordination & Compliance

• Coordinate internal audit schedules across ISO 9001, 14001, 45001, and 50001.
• Prepare documentation and evidence for external registrar audits and surveillance visits.
• Track audit findings and ensure timely completion of corrective actions.
• Maintain audit schedules, audit records, and compliance status dashboards.
• Support development of audit checklists aligned with ISO clauses and company processes.

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Nonconformance, CAPA, and Risk Management

• Administer the Nonconformance Report (NCR) system and ensure consistent documentation of issues.
• Track corrective and preventive actions (CAPA) to ensure timely completion and effectiveness verification.
• Support root cause analysis activities using structured problem-solving methods (5 Why, Fishbone, A3, etc.).
• Maintain risk and opportunity registers aligned with ISO requirements.
• Monitor trends in nonconformances, corrective actions, safety incidents, and environmental events.

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Data Management, Reporting, and KPI Tracking

• Develop and maintain dashboards and reports related to quality, environmental, safety, and energy performance metrics.
• Track key performance indicators such as:
• Internal and external defect rates
• Customer complaints and returns
• Audit findings and closure rates
• Safety incidents and near misses
• Environmental metrics
• Energy performance indicators (EnPIs)
• Ensure accuracy and consistency of IMS-related data.
• Support data-driven decision making by providing clear and structured reports to leadership.

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Cross-Functional Process Support

• Partner with Operations, Engineering, EHS, and Supply Chain teams to ensure procedures reflect actual practices.
• Support rollout of new processes, forms, and standards.
• Assist in developing standardized workflows that improve consistency and reduce variation.
• Ensure changes to processes are properly documented and communicated.
• Support implementation of continuous improvement initiatives impacting system documentation.

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Training & System Awareness

• Support development of training materials related to IMS processes.
• Ensure employees have access to current procedures and understand document usage requirements.
• Assist in maintaining training records related to ISO system requirements.
• Promote awareness of quality, safety, environmental, and energy responsibilities across departments.

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Qualifications

Education & Experience

• Associate or Bachelor’s degree in Quality, Engineering, Environmental Science, Occupational Safety, Manufacturing, or related technical field preferred.
• 3+ years of experience supporting quality systems or document control in a manufacturing environment.
• Experience working within an ISO-certified organization preferred.
• Experience with integrated management systems strongly preferred.

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Technical Skills

• Working knowledge of ISO standards:
• ISO 9001 – Quality Management Systems
• ISO 14001 – Environmental Management Systems
• ISO 45001 – Occupational Health & Safety
• ISO 50001 – Energy Management Systems (preferred but not required)
• Familiarity with document control and revision management practices.
• Experience supporting audits and compliance activities.
• Understanding of structured problem solving methodologies.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint, SharePoint).
• Experience with QMS or document control software preferred.

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Core Competencies

• Strong attention to detail and documentation accuracy.
• Highly organized with strong follow-through.
• Ability to manage multiple priorities and deadlines.
• Strong written communication skills.
• Ability to work cross-functionally with technical and operational teams.
• Process-oriented mindset with continuous improvement focus.
• Ability to translate ISO requirements into practical business processes.

Vibram is a growth company seeking motivated individuals to grow with it. We offer a supportive work environment, professional development, and a collaborative culture.

Vibram is committed to diversity and inclusion in our workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability.