Administrative Coordinator, Quality

H2O INNOVATION INC.; Andover (MN); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

401K plan with employer's contribution

Three weeks of paid vacation per year

Twelve paid wellness days per year

Job summary

H 2 O Innovation is seeking an Administrative Coordinator, Quality to anchor the quality team’s administration, maintain documentation, and support the ISO 9001 certification journey. You’ll manage records, ensure version control, and drive process improvements with an experienced team.

With strong MS Word/Excel/SharePoint skills and a detail‑oriented mindset, you will handle templates, training records, and cross‑border travel for Canada and the US, roughly 20% of the year.

Qualifications

• Solid experience in document control or quality systems is preferred.
• Experience with AI assistants for drafting and automation is an asset.
• Familiarity with ISO 9001 and workflow automation tools is advantageous.

Responsibilities

• Maintain, distribute and archive controlled documents: procedures, work instructions, forms and records.
• Track revisions and keep document histories up to date.
• Verify formatting, version control and adherence to templates prior to publication.
• Identify and resolve inconsistencies, duplicates and obsolete documents.
• Coordinate migration of documents to the new electronic quality system.
• Use tools including AI assistants to speed up drafting, formatting and translation, validating results before publication.
• Contribute to establishing documentation structure required by ISO 9001.
• Follow up on deviations, corrective actions and NCRs with owners.
• Prepare documentation for internal and external audits and ensure quick access.
• Compile and present document control performance reports and metrics.
• Propose improvements to documentation processes and automation use cases.
• Keep the training matrix and competency records up to date in the LMS.
• Coordinate training sessions, manage registrations and renewal reminders.
• Lead logistics of team meetings and committees: invitations, agendas, minutes, follow-up.
• Provide first-level support to users during system/process rollouts.
• Maintain health, safety and environmental records as applicable.

Skills

Strong organizational skills

Attention to detail

Ability to manage multiple priorities

Discretion with sensitive information

Willingness to travel

Education

College or university education in administration, office systems, quality

Tools

Microsoft Word

Excel

SharePoint

Outlook

Power Automate

Power Apps

Job description

Salary Range: $50,000.00 To $65,000.00 Annually

H 2 O Innovation is a company specialized in smart water treatment solutions. We simplify water treatment by integrating leading-edge technologies to sustainably solve water-related challenges, supported by our team of trusted experts. Our mission is to deliver services on an international scale within a caring, people-focused environment that fosters both professional and personal growth. Join our talent pool and grow with H 2 O.

H 2 O Innovation is looking for an Administrative Coordinator, Quality who will bring a positive attitude, strong organizational skills and a genuine desire to learn. This person will be the administrative anchor of the quality team, maintaining the documentation, records and follow-ups that keep our system running day to day. They are joining at a pivotal moment, as we structure our quality system toward ISO 9001 certification an uncommon opportunity to take part in a full certification journey and gain experience that many professionals take years to acquire. Supported by an experienced team, they will actively contribute to improving the way we work.

The Benefits

Overall remuneration including:

• Extensive training for the position;


• 401K plan with employer's contribution;


• Three (3) weeks of paid vacation per year;


• Twelve (12) paid wellness days per year.

The Day-to-Day

• Maintain, distribute and archive controlled documents: procedures, work instructions, forms and records;


• Track revisions and keep document histories up to date;


• Verify formatting, version control and adherence to company templates prior to publication;


• Identify and resolve inconsistencies, duplicates and obsolete documents;


• Coordinate the migration of documents to the new electronic quality system platform;


• Use the tools provided, including AI assistants, to speed up drafting, formatting and translation of documents, validating the results before publication.


• Contribute to establishing the documentation structure required by the ISO 9001 standard;


• Follow up on deviations, corrective actions and NCRs with the relevant owners;


• Prepare the documentation required for internal and external audits and ensure quick access to it;


• Compile and present document control performance reports and metrics;


• Propose improvements to documentation processes and use cases where automation could reduce manual work.


• Keep the training matrix and competency records up to date in the learning management system;


• Coordinate training sessions, manage registrations and follow up on training due for renewal;


• Lead the logistics of team meetings and committees: invitations, agendas, minutes and follow-up on open items;


• Provide first-level support to users during system and process rollouts;


• Keep applicable records and documents up to date, including health and safety and environmental records.

The Skills We Are Looking for

• Solid command of Microsoft Word, Excel, SharePoint and Outlook; comfortable creating and managing templates, trackers, forms and data tables;


• Strong organizational skills and rigour in tracking deadlines and records;


• Close attention to detail when producing and reviewing documents;


• Ability to manage multiple priorities independently and move files forward without constant supervision;


• Discretion when handling sensitive information;


• Willingness to travel within Canada and the United States (approximately 20% of the year, with a heavier load during the first year due to the transition);


• College or university education in administration, office systems, quality or a related field (asset);


• Knowledge of the ISO 9001 standard (asset);


• Experience in document control or with a quality system platform (asset);


• Experience using AI assistants in a professional or academic setting (asset);


• Familiarity with Power Automate, Power Apps or other Microsoft 365 tools for workflow automation (asset);


• Hands-on experience with continuous improvement (asset);


• Experience in a manufacturing, engineering or regulated environment (asset).